PT Admin. Lab Coordinator

Harvard Medical School

Boston, MA

ID: 7134654 (Ref.No. hh-61743BR)
Posted: March 17, 2023
Application Deadline: Open Until Filled

Job Description

Position Description
The HMS Center for Bioethics brings together the rich intellectual resources of the medical school faculty with health professionals and scientists from our affiliated teaching hospitals, departments across Harvard, and colleagues from other institutions worldwide to ensure that scientific progress, medical therapeutics, and health care practices proceed hand-in-hand with a reflection about the profound moral questions raised by advances in the life sciences. Our mission is to use these resources to execute our vision in teaching, service, and scholarship.

The Center for Bioethics at Harvard Medical School is hiring a part-time administrative lab coordinator whose primary responsibilities are to help ensure the efficient day-to-day management of the activities of the Center’s active research programs, including the Lázaro-Muñoz Lab: Brain Bioethics Laboratory, and the Shen Lab: Law, Ethics, Neuroscience & Artificial Intelligence. Both labs consider questions at the intersections of neuroscience, ethics, and the law.

Specific Job responsibilities:
  • Provide high-level administrative and logistical support to multiple faculty members and their active and interdisciplinary laboratories in the Center for Bioethics.
  • Perform a wide range of administrative duties requiring knowledge of university, departmental and grant related policies and procedures.
  • Serve as primary contact for faculty members’ research groups and liaise with lab, department, University, and external stakeholders.
  • Organize seminars, conferences, and other events for faculty research groups.
  • Prepare documents such as letters, reports, memoranda, and course materials.
  • Responsible for maintaining and updating faculty and event websites.
  • Draft, edit, and process a wide variety of written materials related to grant- supported research activities, including budget narratives, statements of work, and email correspondence.
  • Support preparation of grant applications to government agencies such as NIH and NSF, and to private foundations, with great attention to detail such as deadlines, formatting, and the grant terms of the sponsoring organization.
  • Support administration of projects to ensure that operations are efficient and conform to the terms of the agreement, and that communication between all relevant parties is clear.
  • Initiate new appointments and hires on behalf of the labs and coordinate these with department administration.
  • Responsible for onboarding, orienting, and training new lab members in proper procedure and processing.
  • Develop and maintain methods for organization of information including files, databases and other systems.
  • Create systematic process for tracking correspondence and status of requests and responses.
  • Support the coordination of an extensive and ongoing international and domestic travel schedule including planning all travel-related activities, conducting necessary research, providing documentation, and creating detailed itineraries.
  • Process financial transactions including reimbursements, corporate cards expenditures, purchasing, etc.
  • Interface with vendors for equipment, supplies, quotes, and service contracts.
  • Support lab grant administration and reporting to ensure that proper documentation is submitted for expenditures and that requests for funds are made within time limitations specified.
  • Partner with members of the Center for Bioethics core staff to coordinate administrative activities and promote efficient operations and communication.
  • Will provide departmental back up support as needed.
  • Perform related job duties as required.
  • Attend regular Center meetings.
Basic Qualifications
3 or more years of experience. Higher education may count towards experience.
Working Conditions
This position offers hybrid remote/in-person work flexibility. There is an expectation that employees be able to work in person in Cambridge, MA at least two days a week, and as needed to support Center events and activities. Employees with the capability to work from home may do so in any of the states that Harvard University supports for payroll purposes (CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).
Additional Qualifications and Skills
  • Bachelor's degree preferred.
  • Excellent interpersonal communication skills, and competencies using current technologies and software.
  • Ability to handle complex and confidential information with discretion.
  • Experience providing executive-level assistance and coordination in a research or academic setting is preferred.
  • Excellent interpersonal and communication (oral and written) skills, office organization, and competency using current technologies and software.
  • Ability to prioritize work in an environment with multiple and conflicting interests.
  • Ability to work independently with minimal supervision.
  • Ability to handle complex and confidential information with discretion.
  • Must be a proactive self-starter with an interest in taking care of the smallest details.
  • Must be able to work as a positive member of a team.
Additional Information
Please also note this is a part-time, 17.5 hours (.5 FTE) per week position.

This is a two-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. 

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage. Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

Harvard University offers an outstanding benefits package including:
  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!
Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.