The Planet Group
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$35-40/hr
Administrative Coordinator
6-month contract
Location: Cambridge MA
Must Haves:
This academic department at a prestigious university has an opening for a temporary Administrative Coordinator. This role is crucial for providing front-line administrative support for the department and involves various general department administration duties, including backup support for events, HR, lab administration, and finance duties. Below are the key responsibilities and tasks associated with this position:
Administrative Office Support
Special Project Management
Finance
Serves on Departmental EDIB (Equity, Diversity, Inclusion, and Belonging) Committee
Community and Wellness
Administrative Coordinator
12 Oxford St Cambridge MA 02138 Cambridge, MA 02138 US
Posted: 07/12/2024
2024-07-12
2024-09-06
Employment Type:
Contract
Job Category: Administrative
Job Number: 620396
Country: United States
Is job remote?: No
Job Description
$35-40/hr
Administrative Coordinator
6-month contract
Location: Cambridge MA
Must Haves:
- 3+ years administrative experience. Education beyond high school may count towards years of experience
- Knowledge of AV systems and related technology Computer proficiency and strong knowledge of MS Office Suite
- Bachelor’s degree preferred
- Higher Education experience
- Procurement and/or accounting experience preferred
- Experience with WordPress, OpenScholar, Adobe Photoshop/Lightroom and current technologies preferred
This academic department at a prestigious university has an opening for a temporary Administrative Coordinator. This role is crucial for providing front-line administrative support for the department and involves various general department administration duties, including backup support for events, HR, lab administration, and finance duties. Below are the key responsibilities and tasks associated with this position:
Administrative Office Support
- Assist with general departmental support, including calendaring, room booking, office organization, and travel arrangements for the department Administration offices.
- Manage inventory and supply for the department Administration.
- Maintain departmental office copiers, monitor usage, handle invoice payments, and communicate with vendors.
- Organize, maintain, and archive departmental files spanning HR, graduate and undergraduate students, financial, and the department’s level 4 SharePoint site.
- Responsible for creating policies around information retention on shared networks and mapping access for users across stakeholder groups.
- Ensure smooth day-to-day flow of communications across a 10+ person director’s office team and track follow-ups and action items. Navigate in-person and hybrid schedules to bring cohesion to the director’s office group and all staff.
Special Project Management
- Coordinate and provide organizational and administrative support for departmental initiatives and programs, including departmental committees and special projects such as the Visiting Committee, EDIB Committee, High School Lab Skills Summer Program, Academic Overview, and other materials requests as needed.
- Create, cultivate, and disseminate materials to a wide variety of constituents.
- Serve as the principal source of information for students, faculty, and staff on various departmental initiatives and programs, often providing the first line of support to any visitor to the director’s office.
- Draft, edit, and prepare correspondence, reports, and other materials on behalf of the Executive Director and senior leadership team. Draft and edit reports and data requests from across the university.
- Staff and track action items for faculty and senior leaders on department committees and provide regular updates across the director’s office staff to ensure projects progress at the required speed.
Finance
- Assist the finance team with invoice payments; purchasing and corporate card transactions; vendor set-up; and non-sponsored account segment requests.
- Handle internal and external billings, including accounts receivable, credit vouchers, etc.
- Prepare financial reports requiring interpretation of financial policies and data.
- Provide department-specific training to new hires on financial systems and processes, including but not limited to pcard, Concur, B2P, and PI Dashboard.
- Recommend changes to existing policies to promote greater productivity and minimize errors.
- Serve as the liaison between the finance and administrative support staff.
- Provide coverage for A/V set up and recording.
- Troubleshoot and serve as the primary contact with IT on computer, phone, and other technological issues.
- Manage the department's computer refresh program.
- Maintain, update, and delete entries in phone system.
- Track AV and phone requests/needs related to onboarding and offboarding of staff.
- Reconcile monthly phone bills with active lines to ensure resource efficiency.
Serves on Departmental EDIB (Equity, Diversity, Inclusion, and Belonging) Committee
- Contribute to departmental goals to advance EDIB priorities through effective departmental and director’s office cohesion and by advancing action items associated with EDIB work.
- Take notes at meetings and develop a system for sharing notes with the department. Update and track the department's accountability website for EDIB action items.
Community and Wellness
- Partner with the AD of HR & EDIB to create and cultivate a community and wellness program for the department.
- Manage logistics for wellness/community events.
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