Summary:
The Lab Coordinator must seamlessly handle a wide variety of situations and problems with minimal to no involvement from Group Leaders and members of the labs to maximize laboratory staffs’ time spent conducting research. Goes beyond the traditional methods to address issues regardless of obstacles or resistance, and communicates in an easily understood and non-bureaucratic manner to the appropriate operational departments. Takes ownership of tasks and ensures the efficient management of assigned labs and is actively involved in the day-to-day details of the lab. Successfully supports and consistently provides timely, professional, customer-focused service to Group Leaders, Fellows, full time laboratory staff, associated Visitors, contractors, graduate students, and operational staff as required.
Essential Duties and Responsibilities:
Order lab/office supplies and equipment utilizing an automated ordering system. Research order requests and identify vendors and availability; request quotes and obtain approval to purchase. Process equipment justification forms for capital equipment. Ensure efficient ordering and the timely delivery of equipment and supplies by working closely with vendors (including new supplier registration), the Purchasing Department and JRC Mailroom. Monitor PROCARD purchases and run weekly reports to reconcile expenses. Track orders and update end-users with any delivery date changes. Assist Purchasing with coordinating returns to vendors, requests for replacement items or returns for credit. Ensure all orders are processed accurately and timely and adhere to HHMI procurement policies.
Plan, schedule, and coordinate business travel, arrange on and off campus meetings. Liaise with Institute Travel Department to make flight/car rental and hotel arrangements for assigned staff, visiting scientists, interviewees, and visitors. Produce and distribute travel itineraries. Prepare agendas and meal vouchers for visitors and interviewees. Liaise with the Communications Department to update digital signage. Complete and submit expense reports for laboratory staff, Visiting Scientists, interviewees, and visitors to ensure expenses are within established guidelines and charged to the appropriate account code.
Deliver superior administrative support to Group Leaders, Fellows, visitors, and other laboratory staff. Anticipate needs of laboratory staff, and investigate and resolve problems. Serve as a resource to other administrative and operations staff. Perform complex document preparation assignments. Compose, proofread, research, and compile letters and/or special reports. Review and edit written materials such as publications or manuscripts from draft form. Create documents from rough draft, format documents, and proof and verify documents for accuracy. Approve lab staff timesheets and PTO/STO requests through Hughes Time. Keep abreast of JRC and HHMI policies and procedures. Maintain multiple and complex office calendars. Schedule and coordinate meetings, activities of laboratory staff and visitors, conferences and special events. Coordinate activities between labs and other outside parties. Proficient of use of multiple business applications.
Assist with ongoing asset management/inventory; tag appropriate equipment, verify/update equipment description and department information, regularly record location and serial number for entry into the asset management system. Assist with inventory spot checks/full asset inventories. Coordinate equipment donations and valuations, and monitor budget expenditures for custom rigs in coordination with the Finance department.
Participate in, support, and prioritize a wide range of projects. Initiate projects by determining required tasks, identify appropriate stakeholders, coordinate meetings, and assemble and distribute data as necessary. Maintain laboratory files and locate information in a timely manner. Gather and research data to create reports as needed by laboratory staff. Answer routine and non-routine inquiries and respond to minor problems and/or complaints.
Coordinate and facilitate meetings and activities related to safety, facilities maintenance and repair, and IT service tickets. Track open work requests and service tickets and meet with appropriate department personnel to discuss timelines for completion; follows up to ensure completion. Work closely with operational departments to comply with policies and procedures, make recommendations for improving operations, and/or solving process related problems. Foster and maintain a collaborative relationship with all Janelia Research Campus employees. Coordinating On/Off-boarding new employees, contractors, and visitors.
Productive member of Lab Coordinator team including communicating relevant updates and coaching/mentoring members of the team in a positive and productive manner. Assists team members with lab coverage, participates in team development, and acts as subject-matter expert in specialized areas.
Perform other duties as assigned based on lab and operational needs; these duties may vary from lab to lab.
Education and Experience:
Knowledge/Understanding/Skills & Abilities:
Physical Requirements:
Please Note:
This job description sets forth the principal duties, responsibilities, and requirements of the position; however, it should not be construed as an exhaustive statement. 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.
HHMI is an Equal Opportunity Employer.
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