Scientific Administrator
Cold Spring Harbor Laboratory (CSHL), a world-renowned non-profit scientific research facility on Long Island’s North Shore, is searching for a professional individual to fill the role of Scientific Administrator. This position requires the candidate to exercise discretion and independent judgment in investigating and resolving requests put forth by the Principle Investigator.
The Scientific Administrator will need to be a dynamic individual with impeccable organization and time management skills who will work diligently to support the Principle Investigator (PI) and his laboratory. The Administrator will be responsible for managing the PI’s schedule, including managing the PI’s calendar, organizing in-person and remote meetings across time zones, and interacting with external partners and their respective assistants to schedule meetings. The Administrator will also be responsible for coordinating travel arrangements, managing the travel schedule, and coordinating travel reimbursements for the PI. The Administrator will serve as the initial point of contact for others seeking a meeting with or requiring assistance from the PI, answering phone queries and assisting visitors to the lab. The Administrator will also field calls from physicians and patients, and will need to keep such information confidential and promptly inform their supervisor. Other responsibilities include prioritizing correspondence for the PI, maintaining a contact list for the PI, coordinating requisitions and interviews for new lab hires, reconciling corporate credit card statements, preparing regulatory compliance forms, reviewing lab payroll reports, helping prepare original correspondence, assisting with oversight of expenses and budgets, handling mail, obtaining the PI’s signature on documents, and maintaining copies of files.
In addition, the Administrator will assist in the preparation and submission of grant applications and progress reports. This person will be responsible for keeping track of due dates for applications and progress reports and for coordinating with the CSHL Office of Sponsored Programs and other departments to collect the required documents and submit them to the appropriate online portals. The Administrator will help the PI maintain updated copies of supporting documentation required for such applications, including updated copies of the NIH Biosketch and Other Support Documents.
Finally, the candidate will serve as the Administrator and Office Manager for the PI’s laboratory by planning lab events, helping to arrange visits from donors, scheduling weekly “lab meeting” presentations from lab members, preparing lab members’ travel reimbursements, inventorying and ordering office supplies, ensuring basic office equipment is in working order, reserving rooms for lab members, and posting relevant notices and schedules on the lab bulletin board. The Administrator will also maintain records of basic lab information including lab member contact information and a list of lab publications. The Administrator will be expected to communicate regularly and effectively with the necessary departments to ensure the successful execution of the tasks listed above.
Position RequirementsEducation: Bachelor’s degree.
Experience/Skills: A minimum of 3 to 4 years of related administrative experience required as well as exceptional organizational, time management, communication and computing skills, including familiarity with Microsoft Word, Excel, PowerPoint and Outlook. Familiarity with MAC OS X, Google Docs, and Endnote is helpful. Experience with submission of federal grants for scientific research and familiarity with scientific/ technical terminology is helpful.
Environmental: Must be able to work independently, multi-task, and effectively prioritize competing demands.
For immediate consideration, please apply for the position via the CSHL careers website at: https://cshl.peopleadmin.com/postings/18984 Position Number: 01660-A
Candidates from non-traditional and/or underrepresented backgrounds, broadly defined, are strongly encouraged to apply.
We offer a competitive salary and a comprehensive benefits package. We offer a competitive salary and comprehensive benefits program, including medical and dental insurance, and access to an affordable and licensed on-site childcare center.
You are required to be fully vaccinated for COVID-19 as a condition to your employment at the Laboratory, except in instances where you have a qualifying medical condition or sincerely held religious belief, practice, or observance that is contrary to receiving the vaccine. You will be required to provide proof of your vaccination on your first day of employment.
For more information about CSHL, please visit us at www.cshl.edu
CSHL is an EO/AA Employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status.
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