Administrative Coordinator, Bioengineering - Bhatia Lab

Primary Work Address: 77 Massachusetts Avenue, Cambridge, MA, 02139

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The Howard Hughes Medical Institute (HHMI) advances the discovery and sharing of scientific knowledge to benefit us all. As a biomedical research organization and philanthropy, HHMI supports a vibrant community of academic researchers, educators, students, and professionals. Together, we’re unlocking the fundamentals of biology and building an open, inclusive future for science.

The Laboratory for Multiscale Regenerative Technologies at MIT, led by Dr. Sangeeta Bhatia, is dedicated to using miniaturization tools for grand challenges in human health such as preventing, understanding and treating diseases of the liver, cancer, and acquired infections. More information about the lab and their work can be found by visiting https://www.lmrt.mit.edu/
 

We are seeking a dynamic and organized Administrative Coordinator, Bioengineering to directly support Dr. Bhatia with a wide variety of administrative and operational tasks and project activities. This position would be an ideal fit for an experienced executive support professional who is seeking a long-term, stable career experience, is passionate about contributing to the lab’s mission, is a dependable and proactive person who works well both independently and as part of a larger team, and is able to develop a comprehensive, in-depth understanding of institutional goals/policies/practices and the broader organization and mission. 

The lab has flexibility to allow for a hybrid work schedule if desired after an initial acclimation period.

What we provide:

• A competitive compensation package with comprehensive health and welfare benefits.

• Access to Udemy on-demand training courses and interactive skill-building seminars taught by members of the HHMI learning and organization development team.

• Being part of the vibrant MIT and Koch Institute scientific community .

• Opportunity to be a core part of a highly collegial, value-driven team doing important research on early detection of cancer , pediatric pneumonia, and liver regeneration.

• Working closely with an investigator who is a vocal advocate for diversity, equity, and inclusion in STEM.

• Opportunities for professional development and growth.

What you’ll do:

• Managing scheduling and serving as the primary liaison for Dr. Bhatia’s calendar

• Triaging Dr. Bhatia’s e-mail inbox and handling a variety of correspondence including general responses, registrations, RSVPs, grades, and student communication with a high level of discretion

• Serving as a member of Dr. Bhatia’s administrative management cohort within the lab and collaborate with fellow members on various operational initiatives and tasks

• Anticipating needs by compiling background information, policies, and compiling briefing materials

• Coordinating travel, communicating with organizers, tracking honoraria, and maintaining meeting packets

• Providing planning and logistical support for lab meetings, retreats, events, outings, and celebrations including scheduling, maintaining invitation/distribution lists, making room
  reservations, arranging for catering, prepping and distributing materials, AV support, and other related tasks

• Coordinating letters of recommendation and nominations

• Updating and maintaining Dr. Bhatia’s CV, COI, and the lab website

• Maintaining bios, photos, and abstracts for the team

• Maintaining a variety of forms and other documentation

• Managing reimbursements for both Dr. Bhatia and lab team

• Partnering with People & Culture to support all personnel-related activities (appointments, annual reviews, recruiting/hiring, visa sponsorship, etc.)

• Maintain digital archive of lab resources, past letters, nominations, and presentations

• Managing publication administration including funding contributions, COI, and open access

What you bring:

• A bachelor’s degree in a relevant major is preferred.

• A minimum of 5 years of previous experience as an executive assistant or administrative assistant is required.

• An enthusiasm for being a part of the Bhatia lab and supporting its biomedical research mission.

• Excellent organizational and interpersonal skills with strong attention to detail.

• Excellent computer skills and digital literacy, including demonstrated proficiency with Microsoft Office and relevant software applications.

• Excellent written and verbal communication skills.

• Ability to proactively anticipate Dr. Bhatia’s administrative needs.

• Ability to use good judgment in working independently, showing initiative, managing deadlines, responding to inquiries, being flexible, and maintaining confidentiality.

• Ability to work collaboratively and positively with a wide variety of people at all levels and from all backgrounds.

Physical Requirements

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however.  Unless they begin with the word “may,” the

Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more. 

Compensation Range

$69,190.00 (minimum) - $86,500.00 (midpoint) - $112,420.00 (maximum)

Pay Type:

Annual

HHMI’s salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer