Operations Specialist, Office Of Academic Affairs and Rives Lab

Broad Institute
United States, Massachusetts, Cambridge
Jan 28, 2025
Description & Requirements Job Description The Broad Institute is an amazing place - we apply our deep knowledge of human genetics to empower a revolution in biomedicine and accelerate the pace at which the world reduces the burden of disease. Through our partnerships with MIT, Harvard and the Harvard teaching hospitals we've become a "hub" of cutting edge science in the Boston biomedical community. Broad is a leader in the development and application of experimental and computational technologies to understand the roles and functions of every human gene. For more on Broad's mission and unique approach, see broadinstitute.org/about-us. This position will provide comprehensive administrative support to a Core Faculty Member's Lab (50%) and the Office of Academic Affairs (50%) to keep the wheels turning by providing comprehensive administrative support to internal and external communities; maintain confidentiality regarding all matters and materials. This position will be based in Cambridge, Massachusetts. The expectation for this role will be predominantly onsite (3+ days per week) as needed to fully support both OAA activities and the needs of a Core Faculty member. Responsibilities Core Faculty Lab support Scheduling and Lab management -- Closely controls the calendar, with authority to determine who may be scheduled. Schedules lab and group meetings with coordination of other internal and external sources. Travel Coordination -- Makes complex domestic and international travel arrangements for PI including flight, hotel and rental car. Maintains files on preferences, past itineraries and other travel related materials. Operations -- Understands administrative services, policies and procedures and can operate at a high level to serve as delegate (where appropriate) for the core faculty in interacting with administrators to problem solve and maintain reporting Finance - support administrative budgeting, process reimbursements and expense reports in Concur. First point of contact for lab members. Includes providing support for group scheduling, lab orders, catering needs, etc. Plan events and workshops for lab members, including managing catering and bookings logistics. Liaise with partner institutions to support PI's affiliations, including building strong connections with the PIs home department and a sophisticated understanding of the unique needs of a Broad faculty member Editing and proofreading -- updates and proofreads letters of reference; prepares letters of collaboration for grants and NIH biosketches, if needed; keeps CV and other documents up to date. Assists in preparation of grants, manuscripts for publication, lecture and course materials. Support recruitment in the lab including: creating new job requisitions, scheduling interviews, onboarding. Serve as lab Affiliate Coordinator: Coordinate with PI on decisions for affiliate appointments; In Workday, manage appointments, renewals/extensions, terminations, and transition/transfers Academic Affairs Support Play a key role in the planning, scheduling and onsite execution of a variety of meetings, workshops, and symposia, both internally facing and external Coordinate onsite logistics; communicate with speakers and vendors; arrange catering and relevant materials; arrange audio/visual services and technical support; order supplies Scheduling and support for OAA team meetings and activities as well as committee meetings for various programs and initiatives Calendar support for the Director of Academic Affairs Partner with Merkin Prize and Scholar Program Manager to support the Richard E Merkin Prize, including committee coordination, outreach and onsite and logistical event support. Manage travel arrangements for speakers and invited guests; process expenses and reimbursements Manage payments for honoraria; arrange for purchase orders and process invoices; assist in the creation of accounts for fellows and award recipients; assist in tracking of expenses related to trainee activities Requirements At least 4 years of relevant professional experience. Previous experience in an academic environment is strongly preferred A bachelor's degree from a four-year college or university or equivalent work experience Ability to work both independently and in a collaborative manner as part of a team Ability to work on multiple tasks and prioritize among them based on risk, importance, urgency, and potential implications Experience supporting the planning and execution of event preferred Strong organizational skills and attention to detail Proactivity and creative problem solving High sense of urgency, drive and willingness to do what it takes to get the job done Thrives in a fast-paced and dynamic environment Excellent oral, written, and interpersonal communication skills Exceptional proficiency in Microsoft Word, Excel, PowerPoint, and Google business apps (Gmail, Google Calendar and Google Drive) The Broad will not offer sponsorship for this opportunity.