Administrative Associate 4
1 week ago
The Senior Administrative Coordinator will provide administrative support to a highly-ambitious and interconnected research team of theoretical and experimental physicists. This position will provide a heterogeneous suite of administrative support services to ensure that physics researchers are able to focus on research excellence and collaboration.
Key Responsibilities- Composing and drafting documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports.
- Creating, maintaining, modifying, and/or ensuring accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
- Managing approximately ten small and large offices for faculty, postdocs, students, and visitors within the 3rd floor of the McCullough Building.
- Planning space needs for visiting researchers and escalating space fix needs to the Facilities & Safety Manager.
- Coordinating travel plans and itineraries for Theory Group faculty, postdocs, and students.
- Coordinating, organizing, and managing complex conferences, seminars, and events.
- Processing financial transactions, including reimbursement requests, Purchasing Card and Travel Card expenses, purchase order initiation, fund transfers, and other general processes.
- Developing annual operating budgets and expense controls.
- Supporting faculty in distributing postdoc and student salaries and other support across available financial accounts.
- Overseeing and/or processing a variety of complex financial transactions.
- High school diploma and six years of administrative experience, or combination of education and relevant experience.
- Knowledge about financial processes and generally-accepted accounting procedures.
- Demonstrated ability to prioritize own work and multi-task.
- Demonstrated excellent organizational skills.
- Demonstrated ability to take initiative and ownership of projects.
- Unwavering emotional intelligence, a growth mindset, and eagerness to collaborate with faculty, trainees, and administrative staff of all levels to ensure GLAM's success.
- Firm commitment to confidentiality of information.
- Ability to communicate effectively both orally and in writing.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Demonstrated experience working independently and as part of a team.
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