Job Description

Job Code403134 Coordinator ISub-Unit054Time StatusFull-timeUnion55 - Hvd Union Cler & Tech WorkersBasic QualificationsThree + years related administrative and coordination experience required. Higher education may count towards experience.Additional Qualifications and Skills

• Bachelor\'s Degree preferred.
• Previous experience working in a research environment preferred.
• Proven time management efficiency, and ability to work independently as well as collaboratively with others.
• Strong oral and written communication skills, as well as interpersonal skills via email, in person, and telephone.
• Experience handling complex and confidential information with discretion.
• Ability to self-determine priorities and proactively anticipate upcoming needs.
• Detail-oriented and superb organizational skills.
• Ability to manage multiple projects and activities in a very busy work environment that is often deadline driven.
• Experience with Harvard\'s financial and administrative systems is a plus.

Additional InformationThis is a 12-month term appointment with the possibility of renewal contingent on funding.The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.The Harvard Medical School is not able to provide visa sponsorship for this position.Not ready to apply? to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)DepartmentBiomedical InformaticsPre-Employment ScreeningIdentitySchedule37.5 hrs. per week | Monday - Friday | 8:30 am - 5:00 pmJob FunctionGeneral AdministrationPosition DescriptionAdministrative Support:

• Scheduling: Manage calendars, schedule meetings with both internal and external collaborators, and coordinate appointments for the research team. Directly manage the calendar of Dr. Gehlenborg and lab calendars.
• Documentation: Maintain organized records of administrative documents, research activities, and meeting minutes. Follow up on action items and deliverables. Track publications, poster presentations, talks, and other research outputs by members of the lab. Maintain team database.
• Standard Operating Procedures: Develop documentation and standard operating procedures to optimize lab internal processes in collaboration with the PI, R&D Manager, and other coordinators.
• Communication: Serve as a point of contact for internal and external stakeholders, handling inquiries and correspondence. Effectively and accurately communicate relevant information to the PI and project teams.
• Event Coordination: Organize and coordinate lab and research-related events, seminars, and conferences.
• Travel Booking: Coordinate conference travel and logistics for Dr. Gehlenborg and lab members, if needed.

Financial Administration:

• Expense Monitoring: Assist in tracking project budgets and expenditures, analyze spending in collaboration with R&D Manager and PI.
• Purchasing and Invoice Processing: Support lab members in purchasing supplies, computers, and other materials. Handle the processing of invoices and reimbursements related to research activities.
• Grant Support: Independently work with the grants manager in ensuring that lab expenses are used appropriately. Support PI and R&D Manager with the preparation and organization of materials for grant proposals.

Project Coordination:

• Meeting Management: Coordinate scientific and educational project calls and meetings on a regular basis. This includes scheduling, preparing meeting materials, keeping minutes, and distributing meeting materials and action items.
• Progress Tracking: Track, follow-up, and communicate status of project milestones to ensure teams meet defined deliverables on time. Regularly check-in with collaborators and provide weekly updates to various stakeholders about progress and adjustments to timelines.
• Reporting: Support the preparation and submission of reports to internal groups and sponsors as needed.
• Standard Operating Procedures: Develop documentation of processes and standard operating procedures to organize managed projects in collaboration with the PI, R&D Manager, and other coordinators.

Additional Duties:

• Outreach: Manage content updates on the HIDIVE Lab website and social media pages such as LinkedIn.
• Recruitment: Assist with the hiring process for new openings in the lab and coordinate all onboarding processes.
• Visa Paperwork: Support PI with preparing student intern visa documents that need to be completed by the PI. Support the PI or other lab members if they require visas for work related travel.

School/UnitHarvard Medical SchoolJob SummaryBased on the Harvard Medical School Longwood Campus, the Department of Biomedical Informatics is a vibrant community of scientists, physicians, students, engineers, and staff whose goal is to advance the boundaries of knowledge in artificial intelligence, computational biology, and precision medicine. The working environment combines the best features of a startup (fast pace, flexibility) with those of one of the leading medical schools (excellent benefits, outstanding opportunities for learning, and great resources).The HIDIVE Lab directed by Nils Gehlenborg is seeking a strong applicant for the position of Lab Coordinator to join our team of researchers, engineers, and designers and shape the future of biomedical research! The HIDIVE Lab in the Department of Biomedical Informatics at Harvard Medical School is funded to develop data visualization tools and user interfaces for genomics, bioimaging, spatial single-cell biology data. The lab also participates in many national and international consortia such as the NIH Human Biomolecular Atlas Program (HuBMAP), the NIH Cellular Senescence Network (SenNet), the NIH Human Tumor Atlas Network (HTAN), the NIH Kidney Precision Medicine Network (KPMP), the Human Cell Atlas (HCA), and the NIH 4D Nucleome Consortium (4DN).As Lab Coordinator, you will help with administrative matters related to the operation and many projects of the lab and work closely with our team of 20-30 researchers, engineers, and designers. You will also work closely with other coordinators and administrators within the HIDIVE Lab, the Department, Harvard Medical School, and colleagues outside of the university.We value diversity, creativity, and initiative in a highly collaborative and interdisciplinary work environment. The HIDIVE Lab has an international reputation for creating high impact data visualization tools and we are driven to solve the most challenging design and engineering problems in biomedical data science. We would love to have you on our team!Commitment to Equity, Diversity, Inclusion, and BelongingWe 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.BenefitsWe invite you to visit Harvard\'s Total Rewards website ( ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work FormatHybrid (partially on-site, partially remote)LinkedIn Recruiter Tag (for internal use only)#LI-DK1Work Format DetailsThis is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

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