Administrative Coordinator

1 week ago

Cambridge, United States TalentBurst, an Inc 5000 company Full time

Job - Administrative Coordinator

Location – Cambridge, MA 02138

Duration – 5 months

Work Schedule: 35 hours/week


Would like to find someone experienced with PeopleSoft, Oracle, or Concur


Position Description:

  • Center for Teaching and Learning seeks an experienced and committed administrator to support our dynamic and innovative team.
  • We employ a wide array of approaches, which includes collaborating with faculty on their classroom practice and in the design of their course materials, providing professional development to graduate students to support their work as Teaching Fellows, and inviting undergraduate and graduate students to engage as partners in improving teaching and learning.
  • Reporting to the Director of Administration, the office coordinator executes key processes for finance, human resources, office management, and IT.


Duties and responsibilities include, but are not limited to, the following:

  • Finance: Processes financial transactions including accounts payable, purchasing card and corporate card reconciliations, accounts receivable, and reimbursements.
  • Human Resources: Oversees appointment process and payroll of 150+ teaching fellows, student fellows, and contingent workers. Supports onboarding and exiting of employees.
  • Office Management: Purchases and maintains inventory for office and kitchen supplies; ensures a welcoming environment; may staff the front desk; responds to client inquiries via email and phone.
  • Provides administrative support for the Faculty Director and Executive Director including calendar management, travel arrangements and expense reimbursements. Also arranges occasional travel for senior staff and visitors. Schedules Bok Center-wide meetings and events; coordinates community-building activities among the staff. Supports special projects.
  • IT: Oversees deployment of computers and phones; collaborates with program coordinators to update and maintain public web pages.
  • The position requires someone with strong interpersonal skills, written and verbal communication skills, attention to detail, and ability to problem solve. They must be able to prioritize across responsibilities and manage shifting priorities. Comfortable working with spreadsheets and financial information; experience with HR systems.
  • Proficiency in Microsoft Office and Google suite. Experience with Airtable or similar database maintenance is desirable. Experience working with Oracle and PeopleSoft applications and/or familiarity with financial systems is a plus. Willingness to explore and learn new software and applications.The successful candidate will thrive in a committed and collaborative community that encourages creativity and values novel approaches to solving problems, and continually builds upon best-practices and lessons learned.


Other Responsibility

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 material.

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.

  • Must have the ability to work and communicate effectively with peers, superiors, subordinates, agency personnel.
  • Must have working knowledge of Microsoft Office Programs (Word, Excel, PowerPoint, SharePoint, Outlook, etc.).

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