Administrative Coordinator

Job description

We are seeking a highly organized, detail-oriented Administrative Coordinator to support the operational, administrative, and communication needs of the laboratory of Professor David Sinclair in the Department of Genetics at Harvard Medical School, Boston. The Sinclair lab is a world-renowned research group focused on the biology of aging, including genetic and small molecule approaches to understand and improve healthspan. The lab conducts interdisciplinary research spanning aging, cancer, neurodegeneration, metabolism, and regenerative biology. This position plays a key role in ensuring the smooth day-to-day functioning of a large, fast-paced academic research environment. The Administrative Coordinator will work closely with lab members and departmental administrative teams to support operational workflows, compliance processes, scheduling coordination, and internal communications. The ideal candidate is proactive, highly organized, and able to manage multiple priorities in a complex academic environment while maintaining professionalism, discretion, and attention to detail. Responsibilities: General Administrative & Operational Support Provide administrative coordination support for lab operations and day-to-day activities. Assist with scheduling internal meetings, seminars, and lab-wide events. Maintain shared calendars, deadlines, and internal scheduling systems. Support coordination of lab logistics including room bookings, event setup, and internal communications. Financial & Administrative Processing Process and track expense reimbursements, receipts, and purchasing documentation. Support reconciliation of lab purchasing activities in coordination with departmental administrative offices. Assist with travel arrangements and related administrative documentation as needed. Communication & Documentation Draft, edit, and format internal and external communications as requested. Assist with preparation of presentations, reports, and routine administrative documents. Maintain organized records of lab documentation and administrative files. Lab Operations Coordination Coordinate onboarding and offboarding logistics for new and departing lab members in collaboration with departmental HR and lab operations staff. Serve as a point of contact for administrative inquiries and direct requests to appropriate resources. Support coordination between lab members and departmental offices (Genetics, HMS administrative units, and related programs). Compliance & Institutional Coordination Support administrative compliance processes including documentation tracking and required submissions. Assist with coordination of institutional requirements (e.g., training documentation, system updates, and compliance workflows). Maintain confidentiality of sensitive administrative and personnel-related information. Website & Internal Information Support Assist with updates to lab website content including publications, announcements, and general information updates. Help maintain internal distribution lists and communication channels. General Support Provide flexible administrative support for evolving lab needs in a dynamic research environment. Perform additional administrative duties as assigned. Basic Qualifications: Three or more years of related experience. Education may count towards experience. Additional Qualifications and Skills: Strong organizational and time-management skills with ability to manage multiple priorities. Excellent attention to detail and accuracy in documentation. Ability to work independently and take initiative within defined responsibilities. Strong written and verbal communication skills. Ability to handle confidential information with discretion. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with Google Calendar and basic administrative systems. Use of AI to organize work and make documents for PI. Ability to work effectively in a fast-paced academic environment with diverse stakeholders. Strong interpersonal skills and ability to collaborate across teams. Familiarity with Claude and ChatGPT. Term: This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position. Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position. Pre-Employment Screening: Identity Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal. #LI-KM2 Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 054. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why join Harvard Medical School? Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership. You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine. About the Department of Genetics: The Department of Genetics at Harvard Medical School is one of the world’s leading centers for biomedical discovery, bringing together scientists, physicians, computational biologists, and trainees working at the frontiers of genetics, aging, epigenetics, neuroscience, cancer biology, stem cell biology, and regenerative medicine. The department has played a major role in advancing our understanding of gene regulation, cellular identity, disease mechanisms, and the biology of aging, with discoveries that have helped shape modern biomedical science and biotechnology. Located in the heart of Boston’s Longwood Medical Area, the department fosters a highly collaborative and entrepreneurial environment with close ties to leading hospitals, research institutes, and biotech companies. Researchers have access to cutting-edge technologies spanning genomics, single-cell biology, AI-driven computational analysis, imaging, gene editing, and translational medicine. The culture emphasizes intellectual curiosity, scientific rigor, innovation, and interdisciplinary collaboration. Trainees and staff work alongside internationally recognized faculty and are encouraged to pursue ambitious, high-impact research questions that can fundamentally change medicine and human health.