Job ID: BH412191
Category: Administrative Assistant
Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials. Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software.
Reporting directly to the Associate Director for Operations and supporting the Executive Director, the Operations Coordinator works independently to perform a wide range of complex and confidential duties. These include: conceptualizing and executing event series, managing student and professional fellowships, serving as the Center liaison to certain student groups, and supporting the Center’s council of donors and advisors. In addition, the Coordinator provides direct administrative support to the Executive Director of the Center.
1. Coordinates and executes events and event series, such as the Belfer Board lunches and Belfer Policy Chats.
2. Manages select fellowship cohorts at the Center, by providing administrative support during the application and selection processes, developing and executing programming, maintaining an alumni database, and serving as the main point-of-contact for fellows.
3. Facilitates outreach to student groups, including identifying opportunities for student involvement, maintaining the Belfer student webpage, and developing student-focused programming.
4. Supports the Center’s council of donors helping plan and execute programming and convenings.
5. Provides administrative and scheduling support to the Center Executive Director.
6. Organizes and implements Center-wide administrative systems and procedures
7. May arrange for use of facilities and advise availability of service within and outside the University for gatherings such as conferences and seminars. Uses a pre-assigned event/function budget; assigns and coordinates down, classroom, AV and other facilities on behalf of program; makes recommendations for food and activities for participants.
8. May monitor and reconcile budget(s), principally related to student research projects or conferences. Makes recommendations on expenditures towards a defined budget.
• 2 years of relevant work experience in project management, programming implementation , higher education, or related experience.
• College degree in political science, international affairs, public policy, or history
• Must have strong writing skills and be able to produce concise research or status update memos for the Executive Director/Directors.
• Able to prioritize work under deadlines, the ability to be flexible and agile in high-pressure situations
• Proficient in Microsoft Office Suite, SharePoint, Adobe. Salesforce is a plus.
• Excellent communications skills
• Dedicated team player that shows initiative, is a self-starter and works independently
• Demonstrated ability to coordinate complex tasks/events with minimal supervision
• Excellent interpersonal, project management, and organizational skills
• Demonstrated ability to take initiative and creatively problem-solve
The Planet Group of Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.