Administrative Coordinator - Elowitz Lab

The Howard Hughes Medical Institute (HHMI) advances the discovery and sharing of scientific knowledge to benefit us all. As a biomedical research organization and philanthropy, HHMI supports a vibrant community of academic researchers, educators, students, and professionals. Together, we're unlocking the fundamentals of biology and building an open, inclusive future for science.

We seek a versatile, self-motivated Administrative Coordinator to join the lab of Dr. Michael Elowitz at the California Institute of Technology. The Elowitz lab operates in the fields of systems and synthetic biology. It seeks to analyze and create biological circuits operating in living cells, for fundamental understanding and therapeutic applications. More information about the lab can be found on our website: https://www.elowitz.caltech.edu/.

We are targeting someone who enjoys working independently and proactively anticipating needs. As an Administrative Coordinator, you will support Dr. Elowitz and the lab team with a wide range of advanced, diversified, and confidential administrative duties. Your critical thinking skills, organizational skills, initiative, and good judgment based on your experience will be required to manage tasks, resolve issues, and make recommendations. These tasks may be complex and require considerable judgment, independent action, and a high degree of initiative since you will be performing your work with a high level of autonomy and independence. You are an adaptable professional who is excited to work collaboratively with a diverse group, manage the responsibilities of this role with attention to detail, proactiveness, curiosity, and sensitivity.

This role is expected to work fully on-site in the lab to start, but there is flexibility to allow for some remote work if desired after an initial acclimation period.

What we provide:

• A competitive compensation package with comprehensive health and welfare benefits including an employee education assistance program.

• Joining the vibrant Caltech research community.

• Access to Udemy on-demand training courses and interactive skill-building seminars taught by members of the HHMI learning and organization development team.

• Opportunities for professional development and growth.

What you'll do:

• Assist Dr. Elowitz in handling email inquiries, helping to prioritize messages and draft responses.

• Assist with managing Dr. Elowitz's calendar.

• Support logistics accommodations for lab visitors (visiting scholars, etc.) such as booking transportation and hotel rooms, arranging meals, and handling reimbursements.

• Manage travel arrangements and reimbursements (conferences, seminar trips, etc.) for Dr. Elowitz.

• Serve as primary point of contact on the lab's behalf and liaise with various external operational/administrative parties including Caltech, HHMI, and others.

• Work closely with lab manager on various lab operational efforts, processes, and tasks.

• Coordinate and schedule recurring lab meetings and events.

• Coordinate and track grant applications, including the preparation of figures, progress reports, and related materials.

• Ensure that published lab data, code, and other products are permanently stored, maintained, and accessible, following lab and institutional policies.

• Assist with lab budget management and finances, coordinating budgets for HHMI and non-HHMI grants.

What you bring:

• A bachelor's degree or equivalent combination of education and experience is preferred.

• Four or more years of increasingly responsible administrative experience is required.

• Experience working in a research environment preferred.

• Knowledge of scientific terminology and familiarity with research laboratory operations would be a plus.

• Exceptional writing skills are highly valued.

• Proficiency with standard software packages, including Microsoft Office, Apple Keynote, and Google Docs is required.

• Graphic design abilities for helping with production of figures for papers, talks, and grants would be a plus.

• Strong proactive, self-motivated approach to work with an eagerness to learn and grow.

• Enthusiasm for science and an interest in contributing to the lab's mission and goals.

• Excellent communication skills and the ability to use good judgment in working independently, showing initiative, managing time, balancing multiple priorities, and responding to requests.

• Ability to work well with a wide variety of people at all levels and from all backgrounds.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

Compensation Range

Pay Type:

HHMI's salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer