Administrative Lab Manager (Floater)

OVERALL RESPONSIBILITIES

Exercising autonomy and discretion, the Administrative Lab Manager (ALM) will support all professional activities of the Principal Investigator (PI) and their research group in a manner consistent with Institute policies and procedures. Primary responsibilities fall broadly into one of three categories: (1) Grant & Lab Administration (overseeing all administrative aspects of the lab, including grants administration, budget management, and regulatory and reporting duties; and (2) Administrative Support (serving as the administrative assistant to the PI in a limited capacity) and (3) “Floater” Duties (providing back-up coverage to other ALMs and Research Finance staff during temporary absences. The ALM will interact frequently with all lab members and will liaise with administrative offices at the Whitehead Institute and MIT, as well representatives from Federal and Non-Federal funding agencies, vendors, and regulators. The ALM will report to the Director of Research Finance and Director of Human Resources for all "Floater" responsibilities. For all other duties, the ALM will report to the PI.

CHARACTERISTIC DUTIES

Reporting to PI

• Support researchers by coordinating all aspects of new funding proposal development and submission including:
  • Liaise with Office of Sponsored Programs (OSP) on proposal application opportunities, application planning, development and submission including identifying and meeting all internal review and submission deadlines
  • Manage grant submission process; aid researchers in preparation of grant/fellowship applications.
  • Prepare administrative and financial components of proposals including administrative cover pages, multi-year budgets, budget justification, letters of support, regulatory and conflict of interest documents, personnel information, biographical sketches, other support pages, and equipment and space descriptions. Work with researchers to be sure scientific elements of proposal meet guidelines (ie page limits/formatting etc.).
  • Enter elements of new proposals into tracking system (Cayuse). Coordinate corrective feedback from OSP with researchers, ensuring corrections are made.
  • Update lab members about new funding opportunities.
• Support Lab Researchers by coordinating all aspects of grant award acceptance, set up and administration including:
  • Liaise with OSP once to complete award acceptance and account set up documentation
  • Coordinate with Research Finance and Purchasing to complete payroll actions and set up POs, as needed.
  • Work with Research Finance to ensure compliance with award requirements and restrictions.
  • Coordinate with OSP on annual Conflict of Interest statements.
  • Manage all reporting requirements, track end dates and plan for timely renewals and/or close outs
• Participate in budget development and management, coordinate meetings to discuss budgets and status updates.
• Manage and review accounts, reconciling monthly statements, prepare projections on all grants accounts. Track spending and project spending patterns; counsel PI on actual/potential issues. Ensure supply orders are placed in a timely manner and according to policy.
• Coordinate with Human Resources on all lab employment processes including recruitment, hiring, academic appointments and terminations. Process costing allocations and effort reporting.
• Provide lab orientation to new lab members. Train them on the policies of the lab and the operation of a variety of software packages. Work with PI/Lab Manager to plan space assignments and with new lab members identify and apply for fellowships to cover their salary and expenses.
• Work with PI/Lab Manager to ensure research protocols are submitted on time.
• May maintain the lab webpage and the internal Wiki site that contains important lab documents as well as published papers.
• Other duties, as assigned.

Administrative Support

• Provide administrative support to faculty, including calendar management, prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals and maintaining an organized office.
• Administer all financial operations, physical plant, grants management, human resources, safety and purchasing processes for the labs, including development of appropriate policies and procedures.
• Act as information source on Institute and laboratory policies and procedures to a variety of persons from within and outside the labs.
• Organize and coordinate international/domestic travel and related requirements to include: travel authorizations, flight/hotel bookings, visas, airport transfers, expense reports. Ensures all travel arrangements are in compliance with WIBR policies.
• May occasionally coordinate, plan and organize small-scale meetings.
• Perform general clerical duties to include but not limited to; scanning, copying, faxing, filing, and data entry.
• Screen all callers and visitors. Read, distribute and respond to mail as appropriate.
• Other duties, as assigned.

Reporting to Director of Research Finance and Director of Human Resources (“Floater”)

• Serve as primary back-up (“Floater”) for other ALMs and Research Finance during temporary absences (i.e. vacations and leave of absences).
• Partner with Senior ALM on assigned projects, as needed.
• Other duties, as assigned.

QUALIFICATIONS

• Bachelor’s Degree, or equivalent experience and education.
• Minimum of 5+ years of directly related experience in academic or research setting.
• Budget Management or Office Management experience and experience with Financial Accounting software.
• Some grants administration experience required.
• Knowledge of OMB Circulars A-122 and A-110, NSF and NIH policy.
• High level of proficiency in Microsoft Word, Excel, PowerPoint, Adobe Pro, Google Drive, Mac experience preferred.
• Ability to balance multiple tasks with different priorities and deadlines, and, when needed, quickly adjust their work to address new challenges.
• Must be able to work independently and with only general direction.
• Excellent interpersonal, organizational and office skills.
• Excellent verbal and written communication skills.