Administrative Lab Manager - Hamilos & Hrvatin Labs (Relocation Assistance Available!)

Classification:

Exempt

Job Family:

Research Support

Reports to:

Whitehead Fellow

Job Description Summary:

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 two categories: (1) Grant & Lab Administration (grants management, budget development and management, and regulatory and reporting duties, etc.); and (2) Administrative Support (serving as the administrative assistant to the PI in a limited capacity). 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.

About the Hrvatin & Hamilos Labs

The Hrvatin Lab is a young and dynamic lab consisting of 10-15 researchers, students and technicians studying how animals enter hibernation with the goal of eventually applying this biological knowledge to novel treatments for metabolic disease and organ preservation. Learn more at: https://hrvatinlab.wi.mit.edu/.

The Hamilos Lab is a small Fellow's lab consisting of 4-7 researchers, consisting primarily of undergraduates and master's students from local and international universities visiting for academic training experiences. Drawing on clinical insight and intuition, the lab trains mice to do complex behaviors, does neurosurgeries to record and manipulate neural circuits with optogenetics, and uses computational modeling to understand how these circuits give rise to spontaneous behavior. Website: https://hamilos.wi.mit.edu

CHARACTERISTIC DUTIES

Grants & Lab Administration

• 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 importan