Administrative Coordinator Details

Administrative Coordinator

Simons Foundation - New York, NY

Employment Type : Full-Time

POSITION SUMMARY

The Flatiron Institute is currently seeking a full-time Coordinator to support the Center for Computational Mathematics (CCM).

CCM aims to create new mathematical approaches, algorithms and software to advance scientific research in multiple disciplines, often in collaboration with other Flatiron Centers.

The coordinator will be trained on all aspects of administrative support appropriate to the role and will be expected to work closely and cooperatively with other admin team members and with the center’s senior scientific leadership. The individual will coordinate the activities of a vigorous research program, including planning visitor itineraries, arranging guest travel, processing reimbursements and managing event venue logistics for frequent seminars and workshops. The coordinator will have an integral role in developing and implementing the center’s policies and procedures, and will be vital in creating a welcoming, supportive, diligent atmosphere for the center itself.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• Updating and maintaining the center’s various communications channels including the public website and publications lists, the intranet site, and email and contact lists;
• Take proactive responsibility for the coordination of the center’s research and project group activities; effectively maintain calendars, schedule appointments and make travel and conference arrangements in conjunction with the Events Team;
• Coordinate maintenance, updates, and support of the center’s communications channels including the public website, the intranet (Wiki), publication list (using BibTex), email group lists, etc.
• Assist with group and project meetings and workshops including polling for availability, collecting meeting materials, ordering catering, coordinating internal calendars and maintaining the center’s contact lists;
• Foster and build good working relationships, both internally and externally. The coordinator must be able to work well with a variety of people;
• Filing, creating and responding to routine correspondence and preparing expense reports via Concur for internal staff as well as external constituencies (consultants, visitors, etc.).
• Serve as the first point of contact for in-person staff, center visitors and guests;
• Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS

Education

• Bachelor’s degree preferred

Experience

• At least 2 years of experience in high-level administrative support including project management
• At least 2 years of experience coordinating travel, handling complex calendars for various high-level personnel, and scheduling and hosting events.
• Previous work in a scientific research or academic setting is a plus.

Related Skills & Other Requirements

• Consistent accuracy, careful attention to detail and the ability to organize many complex assignments and activities simultaneously is required.
• Excellent interpersonal, verbal and written communication skills.
• Familiarity with word processing, spreadsheet and database software in a Mac OS X environment; familiarity with basic coding helpful but not required.
• Resourcefulness and good judgment
• Willingness to take responsibility and the capacity to function well with minimal oversight
• Ability to interact with a diverse population and a can-do spirit to help create a team culture
  

REQUIRED APPLICATION MATERIALS

• Include a resume and cover letter describing your interest in the position
  

THE SIMONS FOUNDATION'S DIVERSITY COMMITMENT

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status or any other protected category under federal, state and local law.