Administrative Coordinator

Overview

The administrative coordinator plays a pivotal role as the front-office administrator for a large, multi-institutional NASA heliophysics mission led by a Principal Investigator (PI) in the Space Physics group of the Department of Astrophysical Sciences. The administrative coordinator provides executive level support to the PI and to the leadership of NASA science missions, and reports to the Manager of Finance & Administration of the Space Physics group.

The Space Physics group conceives, designs, develops, calibrates, and flies cutting-edge space instrumentation on NASA missions. The on-site Space Physics Lab is a space instrument laboratory as well as a teaching laboratory for undergraduate and graduate students.

We’re looking for a highly organized person who can work with a high degree of independence to complete a variety of administrative tasks for this vibrant group of researchers, engineers, technicians, and administrators. This is an opportunity to play an important role in supporting the science and operations of NASA-funded research missions.

The initial term is 18 months, with a high possibility of extension.

Executive support for the PI and PI Office:

• Provide executive-level administrative support to the Principal Investigator (PI) of a large, complex NASA mission, by managing the PI's calendar, scheduling meetings, and exercising discretion in communication.
• Serve as the first point-of-contact for external and internal inquiries related to a multi-institutional mission. Effectively prioritize and route a high volume of requests and tasks.
• Provide editorial support for science papers, including proofreading documents, coordinating with co-authors who are internationally renowned scientists, and assisting with submissions.
• Support the PI and Leadership with mission-wide correspondence and maintain files of key decisions and standard operating procedures.
• Prepare travel arrangements and compile itineraries for each trip. Process travel reimbursements using Concur, in accordance with NASA's requirements and University policy.

Administrative Lead for Science Meetings:

• Plan and oversee multiple on-site and off-site science meetings each year.
• Coordinate effectively with the scientific leader of each meeting. Establish and maintain a tracking system of costs and logistics and provide timely status updates to leadership.
• Organize the preparation and dissemination of agendas and meeting materials.
• Manage correspondence with domestic and international attendees, including invitations and responses.
• Plan arrangements for group hotel reservations, meeting venues, audio/visual services, and catering. Ensure all logistical elements of the event run smoothly.

Financial and purchasing support:

• Serve as the primary administrative point of contact for the Communications Team that shares mission science with the public through social media, live events, videos, and a network of partners across the country such as museums and community centers.
• Independently complete purchase requisitions or credit card purchases. Manage costs to stay within budget. Ensure transactions are charged to the appropriate account and comply with sponsor requirements.
• Provide timely and accurate updates to leadership, which will require developing and maintaining a tracking system (in Excel) of purchases ordered, received, and shipped or utilizing a custom database.

This is a two-year term position with possibility of extension.

Essential

Qualifications:

• A minimum of a high school diploma and 1-3 years of relevant experience
• Proficient with Microsoft Office suite applications such as Word, Excel and Outlook, as well as the desire and ability to learn other electronic information systems used for data entry and reporting
• Prior experience that demonstrates attention to detail and organizational skills
• Excellent interpersonal skills and ability to communicate effectively with faculty, researchers, staff, students, and external collaborators and business partners
• Demonstrated ability to take initiative and thrive in a fast-paced environment

Preferred Skills, Experience, and

Education:

• Knowledge of Princeton…