Administrative Coordinator

Job Description

Brown University’s School of Engineering is seeking an Administrative Coordinator to support our academic and research programs.

Responsibilities include:

• Provide research and academic administrative support to faculty, appointees, staff, and students in the School of Engineering (SoE).
• Coordinate the purchasing of scientific laboratory equipment, course and office supplies from external vendors with a purchasing card (P-card) and through the Brown Buys Marketplace.
• Process transactions initiated via Workday, including travel and purchase reimbursements, purchase orders, credit adjustments for returns, P-card allocations and computer purchases.
• Process Professional Service Agreements (PSA), software licenses, and all other contracts through the Brown Contract Management System (BCM).
• Process Internal Purchase Requisition s (IPR) for faculty, postdoctoral fellows, staff, and students.
• Coordinate and reconcile monthly financial transactions and maintain accurate records.
• Provide logistical support for weekly seminars, workshops, breakout sessions and other academic events, including hospitality arrangements and travel reimbursements for visitors and presenters.
• Coordinate course materials for faculty through Canvas.
• Offer general office support services for the School and assist in projects as needed.
• Schedule various meetings using different software upon request.

• Associate’s degree with a minimum of 2–3 years of related administrative experience, or an equivalent combination of education and work experience.
• Experience in an academic or non‑profit setting preferred.
• Prior financial experience preferred.

• Computer proficiency and experience working with spreadsheets, presentations, databases, and enterprise systems such as Workday.
• Complete working knowledge of Microsoft Office Suite and Google products.
• Excellent administrative, customer service, and organizational skills, with the ability to work independently and with a team.
• Excellent communication and interpersonal skills, plus the ability to maintain confidentiality.
• Ability to organize and prioritize workload in a multi‑task environment while maintaining careful attention to detail.
• Ability to research, analyze, and summarize information.
• Ability to work under pressure and exercise tact, discretion, judgment and prioritize task completion.
• Ability to effectively support and serve a diverse population and handle confidential information with discretion.
• Commitment to promoting diversity and inclusive campus community.
• Emphasis on accuracy when working with numbers.
• Ability to be cross‑trained to distinguish between the University’s Office of Sponsored Projects federal grants, non‑federal grants, Gift Accounts and university funded accounts.
• Maintain knowledge of university and funder policies and procedures related to purchasing, travel, and reimbursements.
• Maintain ongoing knowledge of evolving rules across areas such as the Controller’s Office, travel for grants, foreign nationals’ requirements, spending guidelines, vendor information, SoE Research, SoE Finance, Brown Buys, Brown Contract Management, and PSA’s. Extensive correspondence with many offices.

Brown University offers a flexible work/life balance, summer hours, winter break, and a comprehensive Benefits package, including time off and annual paid holidays. Benefits offerings include health, dental, vision, tuition assistance, retirement, wellness, employee discounts, and more.

Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based on a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, in the administration of its policies, programs, and activities. The University recognizes and rewards individuals on the basis of qualifications and performance.

The University maintains certain affirmative action programs in compliance with applicable law.