As a startup leveraging next-generation sequencing and smart systems to identify pathogens and antimicrobial resistance and to assess clinical risk, Biotia is rapidly growing and faces increasing workload due to demonstrated traction with current and prospective customers.

Full-time position(s):

Title: Project/Office Administrator

Position Type: Full-time, salaried

Location: Time at office in New York, NY and lab in Brooklyn, NY

Level: Entry Level

Start date: 10/01/2019 or as soon as possible

Status: Open

Biotia is an early stage startup working with hospitals to diagnose infectious disease and reduce the rate of hospital acquired infections. Biotia leverages next-generation sequencing (NGS) and smart systems to identify and track pathogens, antimicrobial resistance and risk before patients get sick. Biotia is rapidly growing and facing increasing workload due to demonstrated traction with current and prospective customers. Biotia is developing tests and a state-of-the-art New York State-based CLIA-accredited laboratory with special focus on clinical metagenomics provided to patients for several hospitals.


Position Summary:

We have an exciting opportunity to join our team as a Project/Office Administrator.

This person will provide an important role in operations by managing the day-to-day operations of the business and keeping things running smoothly. As a small startup where everyone wears many hats, the successful candidate will have a wide range of responsibilities including project management of ongoing hospital projects, assisting the team in grant writing, managing housekeeping needs on the laboratory and office side, communicating with hospital customers, investors, team members, press, and managing social media accounts.

 Responsibilities: Responsibilities include managing the daily operations of the business as outlined in the separate responsibilities here:

Project Management:

  • Organization and oversite to keep team on track for pilots, studies, and engagements

  • Track, manage, discuss, and report status of tasks across departments

  • Draft updates to customers on progress, challenges and resolutions

  • Work closely with C-suite to determine timelines for projects and to keep team members on track to meet deadlines

  • Make and manage task lists

  • Work with team members, obtain and provide timely project tracking updates to share with the team

Grant writing:

  • Assist C-suite in grant writing (SBIR, NIH, BARDA) including organization of materials for submission, drafting budgets, editing

Procurement and Office Administration:

  • Work with accountant on bills and invoicing

  • Schedule, team, and customer calls, and meetings

  • Organization and scheduling for team travel to conferences and to visit customers

  • Work with lab team to order lab consumable

  • Order offices supplies

  • Help with onboarding new personnel and HR challenges

  • Plan and manage basic meetings regarding office management tasks

  • Keep records, file and retrieve corporate documents, records and reports

  • Prepare and send office and lab mailings, USPS, UPS, FedEx


  • Draft regular communication internally to keep team members on timelines

  • Draft regular external communication to customers/contacts for updates on projects

  • Manage Twitter and other social media accounts

  • Manage and respond to incoming customer emails

  • Manage and work together with CEO to respond to incoming press inquiries

  • Manage expectations of customers

  • Attend team meetings, take notes, distribute minutes, follow up

  • Draft reports, memos, letters and other documents

  • Work with the CEO to prepare agenda items for team and board meetings

Other responsibilities as needed.


Education, Experience, Skills

  • BA, BS or MS with training in business

  • Background in biology or related field (science, math, tech) in order to be familiar with biology-specific concepts

  • At least 1 year of professional work experience required

  • Basic experience with bookkeeping, billing, invoicing, generating POs

  • Excellent written and verbal communication and organizational skills needed

  • Previous startup experience preferred but not required

  • Previous grant writing experience preferred but not required

  • Basic business tools including Microsoft Office, Dropbox, Slack

  • Results-focused with a positive attitude who will "roll up your sleeves” to get things done

  • Superior problem-solving skills

  • Ability to work autonomously and escalate issues only when necessary

  • Superior follow-through without alienating people

  • Ability to effectively communicate ideas, issues and solutions to diverse audience in writing and orally

  • Demonstrated high level of organizational skills and attention to detail

  • Demonstrated project management skills

 Salary: Commensurate with experience.

Please send CV with contact information for three references and cover letter to Dr. Niamh O'Hara at

Equal Opportunity Employer: Biotia values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.