Office Manager

Whitehead Institute for Biomedical Research is a leading, nonprofit research and educational institution that has defined the cutting edge of biomedical science, creating a legacy of research excellence and academic eminence since 1982. Wholly independent in its governance, finances and research programs, Whitehead shares a teaching affiliation with Massachusetts Institute of Technology (MIT), offering the intellectual, collegial and scientific benefits of a leading research university. Whitehead's Faculty Members and Fellows run pioneering programs in cancer research, immunology, developmental biology, stem cell research, regenerative medicine, genetics and genomics - programs with a record of success.

 

Director David C. Page likens the Institute to an artists' colony. "What we do here at Whitehead is attract the best possible intellectual capital and empower maximally creative - really wildly creative - individuals to realize their dreams within these walls".

 

 

Summary:

Exercising autonomy and discretion is responsible for providing administrative support and administrative lab management to one or more faculty members, associate members, and/or fellows, and their research group in a manner consistent with Institute policies and procedures.

Responsibilities:Will organize and oversee the daily operation of the office and research lab. Manage and review accounts including reconciling monthly statements and preparing projections on all sponsored (grants) accounts. May exercise unlimited signatory authority on all grants and accounts. Track all spending and project spending patterns, advise supervisor and Grants of problems, both actual and potential, and describe possible courses of action. Develop and implement appropriate administrative policies and procedures for the laboratory. (Animal protocols, biohazard protocols).  Administer all financial operations, physical plant, grants management, human resources, safety and purchasing processes for the lab. Assist faculty member in the preparation and assembly of all grant applications Identify operational issues and problems relating to the lab, implement solutions and/or advise supervisor or appropriate Institute office. May serve as administrative lab representative on Institute sponsored, cross-functional process improvement projects. Screen all callers and visitors. Read, distribute and respond to mail as appropriate. Act as information source on established Institute and laboratory policies and procedures to a variety of persons from within and outside the lab. Plan and coordinate a variety of meetings, seminars and conferences, and produce and disseminate materials as appropriate. Handle highly confidential material such as HR records, payroll information, recommendations and personal references. Process and proofread technical reports, grant proposals, manuscripts, and/or other material. May prepare copy for publication, requiring familiarity with specialized layouts for camera-ready copy or journals. May edit, produce technical drawings and check galley proofs. Coordinate the confidential review process of journal manuscripts involving highly confidential interaction between reviewers and authors. Prepare and disseminate course material and advise students of established academic policies and procedures. Provide liaison with appropriate academic departments at MIT. Where the volume of work necessitates additional support staff, delegate work to and supervise other office support staff as necessary.  Supervision may include hiring and performance management. Orients and prepares new individuals for work in the lab. Instruct new lab staff in the operation of computers involving knowledge of a variety of software programs. Organize and maintain all appropriate files and records. May serve as temporary back up to other administrative positions in the lab.  Perform special projects and/or other administrative tasks as required.



Qualifications:Bachelors degree or equivalent experience and education.  Minimum of 2 - 5+ years directly related experience required. Budget Management or Office Management experience and experience with Financial Accounting software highly desirable. Grants Administration experience highly desirable. Skilled in the use of spreadsheet and word processing applications (Mac experience preferred). Excellent interpersonal, organizational and office skills. Excellent verbal and written communication skills. Must pay particular attention to details and deadlines. Must be able to prioritize and juggle multiple tasks at once. Must be able to work independently and with only general direction.