Administrative Lab Manager

This is a hybrid position (~ 2 – 3 days on-site after training period)

As the lab’s “air-traffic controller”, you are a liaison between administration, researchers, and the Principal Investigator (PI). You are highly motivated and welcome the opportunity to enhance the effectiveness of a multidisciplinary group of scientists and create an environment that will allow for the professional development of students and postdocs. Working hand-in-hand with the PI you will submit and manage grant & fellowship applications, onboard new lab members, monitor budgets, and organize group activities and scheduling. You enjoy developing processes that will improve the cohesiveness and operative excellence of the team and welcome the use of new technology, such as Slack, Airtable, Workday and G Suite automations, to increase efficiency.

As part of these core functions, you will manage the schedule and travel arrangements of the PI, helping them avoid overcommitment, raising awareness about upcoming tasks or deadlines. You adapt to change easily and flourish in a creative environment where new ideas are encouraged. Participation in lab meetings and social activities will allow you to integrate into a diverse group of scientists, playing an important role in how graduate students and postdocs learn to interface with administration and develop as professionals. You excel at multitasking and time management and pay careful attention to detail. Employees at Whitehead enjoy first-in-class benefits, including the ability to work a flexible, hybrid schedule.

Position Overview

The ALM supports the Principal Investigator (PI) and research team across two core areas: (1) grants and lab administration and (2) general administrative support. This role partners with internal departments, external funders, and vendors to ensure smooth lab operations, compliance, and effective grant management.

Key Responsibilities

Grants & Lab Administration

• Coordinate grant proposal development and submission (budgets, justifications, compliance documents, tracking systems)
• Manage post-award setup, reporting, renewals, and closeouts
• Monitor and reconcile grant budgets; forecast spending and advise PI
• Partner with Research Finance, HR, and Sponsored Programs on compliance, payroll, and purchasing
• Support hiring, onboarding, and lab operations (space, supplies, orientations)
• Ensure regulatory submissions and lab documentation are maintained

Administrative Support

• Manage PI calendar, meetings, and priorities
• Coordinate domestic/international travel and expense reporting
• Oversee day-to-day administrative, financial, and operational processes
• Serve as a resource on institute policies and procedures
• Assist with basic office operations and occasional event coordination

Qualifications

• Bachelor’s degree or equivalent experience
• 3–5 years in an academic or research setting
• Experience with budgeting, grants administration, and financial systems
• Strong organizational, communication, and multitasking skills
• Proficiency in Microsoft Office and Google tools

Whitehead provides pay ranges representing its good faith estimate of what the Institute reasonably expects to pay for a position at the time of posting. The pay offered to a selected candidate during hiring will be based on factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience and education/training, and internal peer equity. This pay range represents base pay only and does not include any other benefits or compensation.

·        Pay Range Minimum: 88,000

·        Pay Range Maximum: 98,000

For the full job description, visit the Whitehead Institute Careers site (wi.mit.edu/careers)