Program Coordinator I

Full Time Flex position in Boston/Flexible

Job Description

Wagner Laboratory is seeking an experienced Program Coordinator I to join their team. Located in Boston, MA, this is an in-office/flex position with the right person being in-office 3 days per week.



The Wagner Laboratory is located within the Program in Cellular and Molecular Medicine and focuses on vascular cell biology, studying the role of blood cells in inflammation and thrombosis. The lab consists of a senior Principal Investigator, international postdoctoral fellows, a lab manager, research assistants and, at times, students.


The lab seeks a Program Coordinator I (32 hours/week, full time benefits eligible) to support the PI and lab members. The job has flexibility; however at least 3 days/week need to be in person. In addition to the standard essential administrative duties, the administrative assistant will:

  • Perform English editing (such as writing/editing letters of recommendation, editing emails and other important documents) EXCELLENT ENGLISH SKILLS ARE REQUIRED. 

  • Assist in the preparation of manuscripts: including word processing, generating Endnote bibliographies, assembling final manuscripts, and providing proof-reading and editing support. Perform web-based submissions and follow-ups with journals during the review process. Handle submission of accepted MS to PubMed as mandated by NIH.

  • Experience in website maintenance necessary.

  • Perform pre- and post-award grant functions, including assisting the PI in completion of NIH and foundation grant proposals and progress reports, ensuring conformity with relevant sponsor guidelines, regulations, and hospital policy. Develop budgets and administrative sections, prepare biosketches, CVs, coordinate the collection of material from various sources, prepare proposals for online submission and serve as liaison to the PCMM Grant Manager and Office of Sponsored Programs. 

  • Maintain departmental records of grant awards and agreements.

  • Work with the PI and lab manager to develop annual budget and spending forecasts, as well as monitor the need to accelerate or slow down spending by developing projections.

  • Handle travel/event/misc. reimbursements for PI, lab members and guests.

  • Reimburse blood donors and keep records for NIH submissions. 

  • Coordinate postdoctoral candidate visits and onboarding, facilitate Harvard Medical School appointments, and act as liaison with the Immigration Office.

  • Assist fellows with fellowship applications – including follow-through with application guidance, preparing forms/budgets, obtaining institutional signatures.

  • Collaborate with appropriate overhead departments including Research Finance, OSP, HR, Immigration, and Procurement.

  • Maintain PI’s calendar, schedule meetings with both internal and external parties, coordinate travel plans.

  • Schedule the weekly/biweekly lab meetings for the lab members and PI.

  • Order office supplies and lab supplies as requested by Lab Manager.


Qualifications and Experience:

  • Excellent grammar, editing, and writing skills are required.

  • Experience in an academic or research setting preferred.

  • Prior grants management experience strongly preferred. 

  • Basic scientific knowledge (such as basic biology) preferred.

  • Possess excellent organizational and people skills.

The compensation for this role is $50k.