Administrative Coordinator II

Overview

Job Summary and Responsibilities:
The Translational Research Administrative Coordinator plays a critical role in ensuring the efficient and compliant operation of BNI Research laboratories and core facilities. This position is responsible for a wide range of administrative, logistical, and operational support tasks contributing to the smooth execution of research projects and the maintenance of essential research infrastructure. The ideal candidate is highly organized, proactive, detail-oriented, and possesses excellent communication and problem-solving skills.

• Daily Operations: Monitor temperature monitoring systems for critical equipment, identify and address out-of-range or malfunctioning units.
• Respond promptly to core freezer and LN2 alarms to ensure sample integrity.
• Conduct daily shipping/receiving verifications and research area walkabouts to identify and resolve operational issues.
• Review and process various REDCap forms to ensure timely approvals and requester notification (Travel Requests, Capital Requests, Incoming/Outgoing Shipments, etc.).
• Process and manage shipping labels (e.g., Fed Ex) as requested.
• Coordinate procurement activities including placing orders through Lawson, Amazon, Staples, and other vendors.
• Draft and distribute mass communications to research personnel as needed.
• Initiate and follow up on Facilities and Environmental Services (EVS) requests.
• Address miscellaneous emergent requests and duties as assigned.

• Weekly Operations: Update research monitor information and content. Monitor the BNI Research Website for necessary updates including grants, publications, and personnel changes.
• Coordinate the BNI Neuroscience Conference, including executing speaker contracts, collecting presentation information, scheduling faculty meetings, arranging catering, sending invitations, updating research monitors, and coordinating setup to teardown.
• Process speaker honorariums and travel expense requests for seminars.
• Track and verify LN2 deliveries, ensuring physical verification of tanks.
• Ensure timely delivery of dry ice and Sparkletts water.

• Monthly Operations: Conduct audits of core
  -80 freezer occupants, addressing "extended use" policies by leveraging REDCap remotely and performing in-person verification.
• Verify and update lab contact lists for each core freezer. Track and initiate renewals for core equipment service agreements.
• Reconcile monthly P-card reports. Monitor and replenish paper supplies for the basement suite and research areas.
• Organize and facilitate the BNI Monthly Datablitz, including confirming speakers with PIs, ordering food/drinks, sending invitations, updating research monitors, and coordinating room reservations.

• Annual Operations: Execute annual Smart Vue battery replacement. Assist with the Capital Equipment Inventory process as directed. Other projects as time allows.

• High School Diploma or GED required.
• Experience with MS Office or Google Office.
• Bachelor's degree preferred, ideally in a scientific, business administration, or related field. Equivalent experience in a complex research or administrative environment may be considered.
• Experience:
  
  Minimum of 2-3 years of administrative or operational support experience, preferably in a research, healthcare, or academic setting. Experience with inventory management, procurement processes, and logistical coordination. Familiarity with environmental monitoring systems (e.g., Smart Vue, Temp Trak) is a plus. Experience with REDCap or similar data management platforms is highly desirable.
• Skills:
  
  Exceptional organizational skills with the ability to manage multiple priorities and deadlines. Meticulous attention to detail and accuracy. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite (Word, Excel, Outlook). Ability to work independently with minimal supervision and as part of a team. Proactive problem-solver with a strong sense of ownership. Customer-service oriented. Ability to learn new systems and processes quickly.
• Physical Requirements:
  
  Ability to walk floors and check equipment. May require occasional lifting of supplies (e.g., paper, dry ice…