Administrative Research Coordinator Job at Hebrew SeniorLife, Inc.
Overview:
The Coordinator will support all professional activities of Research Faculty/Principal Investigators (PI) and their research staff in a manner consistent with Institute policies and procedures.
Primary responsibilities fall broadly into one of two categories:
(1) overseeing all administrative aspects of the research group.
(2) serving as the assistant to Faculty leaders/PIs.
The Administrative Research Coordinator will interact frequently with all Marcus Institute staff and will work closely with the Research Administration team.Responsibilities:
Preferred Qualifications:
The Marcus Institute for Aging Research seeks an experienced Administrative Research Coordinator with experience in research/academic administration and information technology.
The Coordinator will support all professional activities of Research Faculty/Principal Investigators (PI) and their research staff in a manner consistent with Institute policies and procedures.
Primary responsibilities fall broadly into one of two categories:
(1) overseeing all administrative aspects of the research group.
(2) serving as the assistant to Faculty leaders/PIs.
The Administrative Research Coordinator will interact frequently with all Marcus Institute staff and will work closely with the Research Administration team.
- Provide administrative support to Faculty leaders, including extensive calendar
management, prioritizing and resolving related conflicts and competing demands,
proactively scheduling important meetings with internal and external individuals and
maintaining an organized office.
- Organize and coordinate international and domestic travel and related requirements to include: travel authorizations, flight/hotel bookings, visas, airport transfers, expense reports. Ensures all travel arrangements are in compliance with Institute policies.
- Coordinate, plan, and organize small- to large-scale in person or virtual meetings,
including collation of speaking notes and/or briefing notes, handling logistics, such
as conference registrations, room reservations (internal and external), and local
travel.
- Perform general clerical duties to include but not limited to; scanning, copying,
faxing, filing, and data entry. Screen all callers and visitors. Read, distribute and
respond to mail as appropriate.
- Organize the PI’s lecture/ teaching schedule, help prepare presentation materials.
- Act as information source on Institute and center policies and procedures to a variety
of persons from within and outside the organization.
- Assist with financial reimbursement and purchasing processes, reconcile financial
statements.
- Provide orientation to new team members. Train them on policies and the
organization and the operation of a variety of software packages.
- Ensure supply orders are placed place in a timely and efficient manner and that staff obtain approval for costly items.
- Work with faculty to ensure deadlines are met.
- Aid faculty in preparation and assembly of all grant related materials.
- Process and proofread technical reports, proposals, manuscripts, letter of
recommendations and/or other material.
- Coordinate the submission process of manuscripts for publication.
- Coordinate Information Technology support requests, assist in the creation of
knowledge repository for IT self-support, triage and follow-up requests to help desk, order equipment as needed.
Required Qualifications:
- Contribute to internal learning guide/wiki.
- Maintain relevant website page.
- Other duties, as assigned.
- Bachelor's Degree, or equivalent experience and education.
- High level of proficiency in Microsoft Word, Excel, PowerPoint, and Adobe Pro.
- Minimum of 3 - 5 years of directly related experience required.
- Ability to balance multiple tasks with different priorities and deadlines, and, when
necessary, quickly adjust their work to address new challenges.
- Must be able to work independently and with only general direction.
- Excellent interpersonal, organizational and office skills.
- Excellent verbal and written communication skills and a willingness to learn.
Preferred Qualifications:
- Experience in research and/or academic administration.
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