Administrative Operations Coordinator / 40 Hour / Day / BWH - Genetics

Wentworth-Douglass Hospital Boston , MA 02298

Posted 11 months ago


This position will support several research labs within the Division of Genetics. The ideal skill set includes experience in project management, administration within a research and clinical division, lab / operations / facilities management, superb organizational and team building skills, and a commitment to working with a group of highly motivated scientists and administrative professionals. The Division of Genetics currently has ~250 faculty and research staff members with annual research expenditures of more than $32M.The position requires a comprehensive understanding of federal, divisional and hospital policies as well as a high degree of initiative and independent judgment as well as the upmost discretion and professionalism.


Division Administration (70%)

  • Serve as single point of support for division investigators and their labs. Provide support for various research programs within the Division of Genetics.

  • Schedule and organize complex activities such as arranging for travel and planning of division wide seminars and conferences.

  • Responsible for administrative and office support, handling the on-boarding of new hires, assisting staff with any organizational/policy/procedure questions. Manage visas and appointments for lab members in conjunction with Division support.

  • Facilitate the smooth operation of the labs on a daily basis through efficient office management and supporting all administrative needs. Assist researchers by placing orders for equipment, laboratory, and office supplies. Interface with vendors, manage orders, and liaise with Accounts Payable and Purchasing Departments as needed. Process all check requests, employee reimbursements and invoices in a timely manner.

  • Ensure adherence to all Division policies and procedures. Take initiative to follow up on matters independently. Bring all matters that require review or action to the appropriate contact. Communicate any issues through the proper channels in a timely manner. Regularly handle confidential information.

  • Organize and maintain PI and Lab files.

  • Provide cross-coverage, as needed.

  • Implements and manages the Division Administration Internship Program (2.0 FTE per semester)

  • Assists with training and orienting staff as needed.

  • Perform all other duties and assignments and special projects, as requested.

Visas, Appointments, and Human Resources (20%)

  • Working closely with the Division Faculty Affairs Manager, process visas, including new, renewals, and departures for research labs. Facilitate internal and external visa transfer of faculty appointments. Serve as a resource person for faculty and fellows with visa related questions and serve as liaison between Division and Partners International Office (PIPS).

  • Maintains Division staff appointment, HR, and visa lists and provide weekly updates/monthly reports to Division Faculty Affairs Manager and Division Administrator.

  • Responsible for credentialing and appointing all fellows and faculty to both HMS & BWH. Also responsible for re-appointments and responding to Division and Department requests for information on current and former faculty and fellows. Ensures that the appointments for all leaving faculty, fellows and sponsored staff are terminated from all systems.

  • Division coordinator for all OSSVS onboarding. Serve as liaison between Division and the Office of Sponsored Staff.

Grant Coordination (10%)

  • Oversees pre-award management for development of research proposals and budgets.

  • Maintains fiscal solvency of all operating, sundry and research funds on a monthly basis with the Grants Manager.

  • Works with Investigators and Research and Finance Manager to identify salary sources for Investigators and research staff. Ensures that salary changes are submitted in a timely fashion in line with funding agency regulations and Research Management guidelines.

  • Ensures that subcontracts are issued in a timely fashion and follow-up with Investigators and subcontractor institutions on invoicing. Annually reviews statement of work and requests progress reporting from subcontractor sites.

  • Ensures that Investigators are in compliance with federal (NIH, DOD, NSF, etc.) and non-federal sponsoring agency policies as well as applicable hospital policies. Enforces compliance with these policies by providing relevant information and implications to Investigators.

QUALIFICATIONS: Bachelor's Degree required; 3-5 years experience required.

  • Experience with managing the administrative aspects of a research project.

  • Experience with Partners Healthcare Systems and grants helpful.

  • Experience in coordination of lab operations, maintenance, procedures, and research. Knowledge of laboratory techniques, and safety procedures helpful.

  • Knowledge of quality assurance tracking.

  • Statistical knowledge for data management.

  • Salary commensurate with education and experience.


  • High level of computer literacy, including: MS Office Word, Excel.

  • Careful attention to detail and organizational skills.

  • Ability to prioritize among many tasks, to work quickly under pressure.

  • Excellent communication and interpersonal skills, collaborates well with others.

  • Ability to demonstrate high degree of professionalism and discretion.

  • Ability to prioritize tasks and set deadlines.

  • Ability to take initiative and capable of multi-tasking.

  • Must be able to make independent, effective decisions in appropriate situations.

  • Excellent organizational skills to ensure smooth functioning of lab.


  • Busy lab/office environment with time sensitive work

  • New Harvard Research Building

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Administrative Operations Coordinator / 40 Hour / Day / BWH - Genetics

Wentworth-Douglass Hospital