Administrative Coordinator

This position is 35hrs/week, Mon-Friday from 9am-5pm.

Location:

Boston, MAI - hybrid with in-person on Wednesdays and Thursdays.

Top 3

Skills:

• Fluency with Microsoft Office and collaborative documents (e.g., Google Docs, SharePoint)
• Ideally some experience with project management tools like Asana or
• Familiarity with Zoom (e.g., scheduling and running meetings)
• Effective written communication, organizational skills, ability to work with, and take direction from, others

Description:

Event coordinator for the EIS team, including the Curriculum Fellows Program (CFP). Specific duties include issuing invitations, arranging speaker travel, ordering catering, managing the seminar on-site (including Zoom component), capturing program/attendance data and analyzing data for future event planning decisions.

• Acts as primary course support staff for the Responsible Conduct of Science (RCOS) course during fall semester, coordinating all scheduling logistics with speakers and section-leaders, communicating with OGE to resolve student scheduling conflicts, and working closely with course directors to establish and manage course Canvas Page and other course materials as needed.
• Manages the EIS/CFP semesterly schedule of events and meetings (journal clubs, workshops, weekly group meetings, one-on-one meetings with the Program Director, and additional events).
• Disseminates weekly meeting announcements and reminders of upcoming deadlines and presentations.
• Assists with daily and weekly reporting to EIS team as it relates to event details, logistics and meeting minutes.
• Maintains program mailing lists and listservs. Maintains the CFP website and social media accounts. Main point of external communication. Supports the EIS team/CFP with CFP alumni relations and outreach.
• Creates, maintains and archiving, when necessary, all files/records/and documentation related to past and present curriculum fellows and programming provided by the CFP.
• Maintains P-Care to use for EIS/CFP expenses and coordinates with OGE finance as needed for budgetary items.
• Maintains physical office facilities, orders office supplies, submits building maintenance requests, submits IT requests, establishes CFP/EIS office procedures, and manages & maintains all CFP-related accounts (Slack, Dropbox, etc).
• Coordinates all aspects of the CFP interview process (scheduling, room booking, catering and ensures hiring program managers determine travel logistics, reimbursement and reference checks.