Administrative Coordinator - Shadlen Lab

Primary Work Address: 100 Haven Avenue, New York, NY, 10032

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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.

The laboratory of Dr. Michael Shadlen in the Mortimer B. Zuckerman Mind Brain Behavior Institute at Columbia University has an open position for a highly motivated Administrative Coordinator to support day-to-day administrative and operational needs and activities. The Shadlen lab focuses on investigating the neural mechanisms underlying decision-making in mouse models. More information about the Shadlen lab can be found by visiting https://shadlenlab.zi.columbia.edu/

About the Administrative Coordinator role:
You will hold an integral role within the lab – serving as a collaborative administrative partner to Dr. Shadlen and the primary liaison between the lab and various external partners (Columbia administrative offices, EH&S, HHMI science operations offices, vendors, etc.). You will have a strong background in administrative support and be committed to fostering a respectful, thriving work environment. You are someone who exhibits excellent communication skills, has the ability to multitask, and can serve as a strong team player. This role is best fit for a professional individual who is proactive and self-motivated in their work style, adaptable to change, looking for a stable, long-term career experience, and enthusiastic about supporting the lab’s research by ensuring smooth day-to-day operations.

What We Provide:

• A competitive compensation package with comprehensive health and wellness benefits.
• Joining the vibrant Columbia scientific community.
• Joining a collaborative, congenial lab team that is committed to each other’s success.
• Full access to HHMI’s on-demand training courses and interactive skill-building seminars.
• Opportunities for professional development and growth.

What You’Ll Do:

• Scheduling, Meetings, and Event Coordination

• Communications & Visibility

• Grants & Compliance

• Finance & Procurement

• Personnel & Onboarding

• Academic Records

• Manage calendar and scheduling, including meeting polls and room bookings
• Arrange travel and create itineraries for Dr. Shadlen and visiting scientists
• Schedule and prepare for lab meetings (notes, agendas, room bookings)
• Arrange catering and locations for meetings and milestone celebrations
• Draft and maintain boilerplate emails (e.g., grad school inquiries)
• Manage and update the lab website (publications, announcements, personnel)
• Assist with NIH communications and reporting
• Interface with Pre-Award, Post-Award, and Machine Shop staff
• Track and organize submissions in eRA Commons
• Manage animal (RASCAL/IACUC) and human (IRB) protocols, track and renew DEA license, track trainings, security and access for lab staff, and support Dr. Shadlen with COI reporting and other compliance tasks 
• Maintain finances: projections, accounts payable, order processing, inventory tracking/purchasing, etc.
• Coordinate with HHMI and Columbia staff on financial matters
• Manage reimbursements for lab members
• Manage software license renewals and assignments
• Maintain office equipment and supplies
• Coordinate onboarding for new staff and students
• Track and process timesheets for hourly employees as applicable
• Assist with immigration/visa processes
• Support newly recruited members with housing and transition logistics
• Keep Dr. Shadlen’s CV and NIH Biosketches up to date
• Track deadlines for grants, reports, and compliance tasks
• Maintain archival materials and records

What You Bring:

• A bachelor’s degree is required.
• Significant previous experience serving in an administrative role is required. Previous experience serving in an administrative role within an academic research environment would be a plus.
• Strong sense of self-motivation, work ethic, integrity, and demonstrated ability to work well in a diverse environment with people from a wide variety of backgrounds.
• Passion for efficiency, operational excellence, and process improvement.
• Excellent verbal and written communication skills.
• Excellent problem-solving skills and high attention to detail.
• Excellent interpersonal, organizational, communication, and teamwork skills.
• Ability to work independently and prioritize tasks according to lab needs.
• Strong knowledge of general computer use, Microsoft Office Suite, Google Suite, and digital file organization. Understanding of technical terms would be a plus.

Physical Requirements

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.

Please Note:

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. #LI-NG1

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

$75,210.00 (minimum) - $94,000.00 (midpoint) - $122,245.00 (maximum)

Pay Type:

Annual

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 consistency 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

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