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.
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
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.
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:
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
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 firstname.lastname@example.org
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.