Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815
HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists – even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.
We have an exciting opportunity for an Administrative Coordinator at HHMI working in the Science Operations Office located at HHMI Headquarters in Chevy Chase, MD. The role involves assisting the Science Operations Office (SOO) in the delivery of financial, procurement and lab management services to assigned HHMI research laboratories, which includes labs located at Johns Hopkins University, Duke University, Carnegie Institution of Science, University of Maryland Baltimore County, University of Maryland College Park, University of North Carolina Chapel Hill, Penn State University, University of Pennsylvania and Princeton University.
This is an opportunity to work at a world class research organization, supporting science that is fundamentally changing how we look at and interact with the world around us. We are ideally targeting a self-motivated, curious, responsible candidate who thrives in fast-paced environments where every day presents a new challenge. This role serves as an integral part of the operational support that is provided to our scientific labs, and as such we are targeting someone with a strong understanding of customer service, relationship building, time management, and prioritizing competing tasks.
Essential Duties and Responsibilities:
- Reconciling travel and expense reimbursements, as well as invoices and other financial records for both the SOO and supported labs
- Support lab orientation on administrative processes, coordinating with host institute support services when necessary and directing questions from the labs to the appropriate personnel
- Perform office administration duties including reception, records/document storage, mail processing, meeting logistics, calendar maintenance, conference room scheduling, supplies/equipment ordering, and directory maintenance
- Coordinate with appropriate individuals on visa processing and renewals, and occasionally assist with processing recruitment efforts
- Act as the I-9 coordinator for the local site and assist remote I-9 coordinators
- Provide training to lab members to ensure consistent application of HHMI policies, procedures, and processes
- May provide training or support for HHMI systems such as Workday and Concur as necessary
- Bachelor’s degree or equivalent combination of education and experience.
- Three years of increasingly responsible administrative experience.
- Experience in a higher education or research environment would be a plus.
- Excellent computer skills across a variety of mediums with proficiency in Microsoft Office Suite is required.
- Prior experience with Workday, Concur and/or Ariba would be a plus.
- Advanced Powerpoint skills a strong plus
- Good communication skills and interpersonal skills, including the ability to remain calm when under pressure and the ability to work inclusively and collaboratively with a diverse population.
- Strong analytical skills, good judgment, good attention to detail, and good critical thinking skills.
- Strong work ethic with a positive, ‘can-do’ attitude.
- Ability to operate with discretion and maintain confidentiality of records.
Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).
Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.
This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.