- Senior Administrative Assistant
- Financial Officer
- Technical Associate I
- Postdoctoral Associate
- Director of HST Administration
- Financial Coordinator
Senior Administrative Assistant – Job #19780
Position overview: Institute for Medical Engineering and Science (IMES), to provide a wide range of complex and diverse administrative support for the director’s academic, teaching, and research activities and events. Will represent the director to high-level internal/external stakeholders and handle complex inquiries; provide support to faculty, staff, students, and alumni; work with the assistant director to plan and coordinate high-level events; compose and edit a high volume of written communication, e.g., presentations, recommendation letters, grant proposal cover letters, and departmental-level community correspondence; serve as liaison for calendar management with multiple constituents; coordinate complex travel and scheduling arrangements for international visitors; gather information and submit requests for visiting and postdoctoral appointments; draft appointment letters; prepare materials for faculty promotion and tenure cases; work closely with the IMES finance department and principal investigators to perform month-end financial review and control (FRC) functions; monitor and reconcile sponsored research accounting statements; investigate and follow up on purchasing/accounting discrepancies; and perform other duties as assigned. May serve as an approver for procurement card transactions and coordinate special projects.
Financial Officer – Job #21012
The Financial Officer (FO) is responsible for performing complex pre- and post-award sponsored research administration under the general direction of the Institute for Medical Engineering and Science (IMES) Senior Financial Officer. The Financial Officer will provide support to IMES faculty and advise on all matters pertaining to financial management of assigned portfolios. The Financial Officer’s portfolio will include managing sponsored, non-sponsored, and general accounts according to the terms and conditions of the sponsor and the Institute. The Financial Officer utilizes the COEUS award management module for proposal preparation and processing (including contracts and subcontracts); performs initial award set up; monitors the financial performance of grants and contracts to ensure compliance with MIT and sponsor policies; meets regularly with principal investigators (PI’s) to advise on all aspects of research administration; prepares financial analyses and forecasting; prepares and submits required forms and financial reports in a timely manner; monitors and manages effort distribution and certification; analyzes and tracks cost sharing and under-recovery; and ensures timely and appropriate accounts close out.
This individual will work collaboratively with the Senior Financial Officer in analyzing processes and improvements to implement enhancements to financial operations. This position requires developing and maintaining relationships with a variety of departments and centralized offices at multiple institutions (e.g. MIT, Harvard Medical School (HMS), area hospitals, and other affiliated research institutions) to facilitate financial activities for current and new initiatives. Will interpret MIT and government policies such as Federal Acquisition Requisitions (FAR), Cost Accounting Standards, Office of Management and Budget circulars, and sponsored guidelines.
Principal Duties and Responsibilities:
- Administers complex pre and post-award financial activities. Resolves complex financial issues and advises on matters pertaining to financial management of the assigned portfolio. Advises and educates PIs, other faculty, researchers and staff on all aspects of research administration including MIT policies, systems and federal regulations.
- Provides support to Principle Investigators (PIs) in the preparation and submission of proposals, which includes determining sponsor requirements and preparation of budgets/forms, according to Institute policies and procedures and federal research regulations. Completes the pre-award administration of grants/contracts activities such as reviewing solicitations and determining necessary components; organizing complex Principle Investigator proposals, often including multi-Principle Investigators (PI) and/ or multi-unit proposals; managing proposals with cost sharing, sub-recipients costs, fixed-priced contracts, and Center or Program grants; and managing renewal and submission applications. Tracks proposals, manages under-recovery, cost sharing, subcontracts, etc. Prepares supplementary proposal documents, and ensures proposals are complete before being forwarded to the sponsor.
- Tracks and monitors the financial performance of grants and contracts to ensure compliance with MIT and sponsor policies and consistency with approved award budget. Prepares monthly, quarterly, and annual budget reports, budget forecasts, and financial analyses. Develops and presents complex financial reports and forecasts for Principal Investigators and/or management. Tracks and reports on all aspects of payroll process, including effort certification and vacation tracking. Authorizes departmental procurement transactions including electronic card, requisitions, and petty cash. Responsible for invoice payments, account set-ups, extensions, closeouts, FRCs, and salary adjustments.
- Manages sponsored project closeout processes and audit inquiries; submits final reports and certificates. Interprets MIT and government policies such as Federal Acquisition Requisitions (FAR), Cost Accounting Standards, Office of Management and Budget circulars, and sponsored guidelines. Performs monthly and fiscal year-end closing processes.
- Performs other duties as assigned.
Qualifications & Skills:
Required: Bachelor’s degree; at least 5 years of financial experience in accounting or other related financial area. Must have proven ability to work in a complex environment, handle multiple tasks simultaneously, and meet deadlines. Must have excellent communication, analytical, organizational, and interpersonal skills. Demonstrated ability to work independently and with others; strong attention to detail and accuracy; and ability to set goals and objectives, present solutions to complex problems, and be self-motivated. Strong experience with SAP, Kuali Coeus, Cognos, Brio, and Excel. Ability to learn changing technologies related to grants and contract management. Knowledge of federal guidelines.
Preferred: Knowledge of pre- and post-award financial activities. Financial administration experience in a university/hospital/nonprofit organization. Experience with COEUS or other grants management system; advanced-level knowledge of Microsoft Excel and SAP or similar accounting software or financial portals. MIT experience helpful. Knowledge of Uniform Guidance, NIH and other federal sponsor policies, and MIT policies related to finance and research administration. Job #21012
Technical Associate I – Job #19857
TECHNICAL ASSOCIATE I, Institute for Medical Engineering and Science-Lieberman Lab, to join a lab that studies real-time evolution within the microbiomes of individual people with the aim of building the foundational ecological knowledge needed to realize the promise of precision microbiome engineering while addressing fundamental questions about the interactions of evolution and ecology in microbial communities. Will perform a range of bench and computational research, including microbial cultivation from skin samples, genomic library preparation, analyses of next-generation sequencing data, and data management; participate in modification of protocols and experiment strategies, perform literature reviews to identify new protocols and computational approaches, and document standard operating procedures for the lab; maintain appropriate inventory of lab supplies, assist with ordering, and ensure items are charged to correct accounts; maintain the lab freezer inventory, making and maintaining stocks of lab reagents and the inventory of common lab disposables; maintain the lab’s backup data server; and summarize and document results and findings to PI and lab researchers and present research findings at laboratory meetings. May co-author manuscripts/articles for publication, perform independent research, and perform other duties as needed.
REQUIRED: bachelor’s degree in biology, computer science, or related field; at least two years’ experience in wet-lab biology or computational biology (may include experience gained as an undergraduate) and working knowledge of both wet and dry lab microbiological techniques; at least beginner-level proficiency coding in Python; strong organizational and communication skills; attention to detail; ability to work effectively with a diverse group of people; a strong command of Microsoft, Excel, Word, and PowerPoint; and willingness to explore and implement opportunities that will add value to the lab. Job #19857
Postdoctoral Associate – Job #19676
Institute for Medical Engineering and Science (IMES), to join a collaborative project at the interface of fluids and health driven by MIT’s Fluid Dynamics of Disease Transmission Laboratory and Boston University’s Mühlberger Laboratory at the National Emerging Infectious Diseases Laboratories (NEIDL). Will be co-mentored by professors Bourouiba and Mühlberger as part of an integrated, collaborative, interdisciplinary team of virologists, biologists, and physical and engineering scientists in their two labs and the collaborating labs of professors Heldt and Gray in IMES. Will focus on the study of poorly understood mechanisms of respiratory virus transmission through the lens of fluid- and bio-physics as part of an interdisciplinary effort to tackle important knowledge gaps in our understanding of the various phases of host-to-host transmission that are the root of pandemics for a range of viral diseases. Viruses of interest include SARS-CoV-2 and Nipah. The work will include SARS-CoV-2 and Nipah virus cell culture infection studies, microscopy and spectroscopy analyses, designing and prototyping devices at various scales using additive/subtractive/molding techniques, functionally testing devices for use in the virological studies, and quantitative analyses of the results; maintaining a safe work environment; preparing regular written reports and presentations; engaging in team and sponsor meetings; and peforming other duties as assigned.
REQUIRED: Ph.D. in virology, microbiology, biomedical engineering, or other engineering/physical science; molecular biology and BSL-2 virology experience with a focus on RNA viruses; ability to work independently and as part of a team in a multidisciplinary setting, manage time, write, and prioritize deadlines; and proven commitment to producing accurate, high-quality work. PREFERRED: experience in biophysics and modeling, microfabrication, and microfluidics. Job #19676
Director of HST Administration
The Harvard-MIT Health Sciences and Technology (HST) program is an interdisciplinary, inter-institutional education program focused on training physician-innovators, scientists and engineers to advance human health. HST is seeking an experienced Director of HST Administration to provide administrative leadership and operational oversight of the HST Program/London Society at HMS.
The Director of HST Administration at HMS, reporting directly to the Co-Director of HST at HMS and working collaboratively with the Associate Dean for Medical Education Planning and Administration in the Program of Medical Education (PME) at HMS and the Director of Education in HST at MIT, provides administrative leadership for the London Society and serve as a member of the HMS-MIT team contributing to the overall mission of HST, a vibrant community of 300 HST MD and PhD students and over 100 affiliated faculty. The Director refines, develops and manages a full range of student and curriculum support activities to ensure HST MD students thrive academically and personally, working closely and collaboratively with colleagues at HMS and at MIT. The Director oversees a cross-functional staff team in HST/London Society and is responsible for administrative management, planning, budgetary oversight and staff supervision.
• Collaborates with HST leadership to address challenges and achieve program’s goals;
• Builds bridges by establishing structures, systems, policies, and relationships within HST, between faculty and staff and among relevant offices at HMS and MIT; Supports implementation of change and ongoing quality improvement initiatives in the HST MD program;
• Monitors relevant accreditation standards; works with HMS faculty and staff to ensure compliance;
• Troubleshoots issues and makes decisions about resolutions; exercises judgment in determining when consultation with leadership is needed;
• Represents HST/London Society on the PME Administration Executive Committee;
• Serves as liaison and representative of the HST Co-Director at HMS in interactions with faculty, staff, and students in responding to requests and resolving problems; represents HST on committees and manages ad hoc projects.
• Hires, onboards, and supervises administrative and support staff (3 direct reports, 2 co-supervised), including workflow, task and project management, annual performance review and goal setting;
• Provides ongoing mentoring to HST staff at HMS and considers individual long-term professional development needs; facilitates organizational learning and continuous improvement.
Administration and Finance
• Manages and oversees the administrative and financial operations of the HMS HST office;
• Leads the preparation and submission of the annual operating budget, in concert with HST Co-Director at HMS;
• Prepares quarterly teaching compensation reports to distribute ~$800K/year for delivery of the HST preclerkship curriculum.
• Supports students, managing administrative problems and making appropriate referrals while maintaining confidentiality;
• Working with the MD program leaders, develops and implements policies, procedures and administrative systems to support students;
• Oversees functions of the HST MD Board of Advisors;
• Collaborates on programs in support of MD students across the five academic societies
• Ensures compliance with visa requirements for international students;
• Ensures smooth operations of HST MD Curriculum Subcommittee, including course reviews, Curriculum Retreats, etc.;
• Partners with PME Curriculum Services, HMS Registrar, and HST staff at MIT to coordinate academic calendars, course schedules, etc.
• Develops administrative systems to bring efficiencies in support of course management of all HST preclerkship courses, the HST MD Research Assistantship program and MD thesis requirements.
•Bachelor’s degree required, with 7+ years of progressively responsible administrative experience in higher education academic environments, including direct and sustained interactions with students and faculty.
•Supervisory experience and proven ability to mentor a team that includes administrative staff, support staff, and student workers.
Additional Qualifications and Skills
•Master’s degree in a related field preferred;
•Potential to develop a deep working understanding of HST degree programs and to represent the program as an ambassador in interactions throughout Harvard, MIT, and affiliated hospitals;
•Exceptional managerial skills that demonstrate success in supporting and leading a team, including during times of transition, managing overall performance and providing coaching and feedback;
•Successful track record as a leader and strategist in a complex organizational environment, including experience managing multiple projects and simultaneous priorities and finances;
•Exceptionally strong communication skills and interpersonal skills;
•Ability to deal with complex issues with keen academic and administrative judgment and a high degree of discretion and diplomacy;
•Understanding of medical education desirable, though not mandatory;
•Ability to work under time constraints;
•Ability to deal with students and with student issues with sensitivity and compassion;
•Ability to anticipate administrative needs of the HST Co-Director and other faculty leaders;
•Ability to adapt to new challenges;
•Adept at building effective working relationships with all members of the academic community, including staff, faculty, students and senior-level administrators and leaders;
•Strong computer skills with proficiency in use of Microsoft Office, Canvas, Oasis, Zoom, PeopleSoft and other Oracle human resource and financial systems. Please apply here.