Administrative Coordinator

Job Description:

About Brown:

Brown University is a leading research university distinct for its student-centered learning and deep sense of purpose. Our students, faculty and staff are driven by the idea that their work will have an impact in the world.

Brown University offers a flexible work/life balance; summer hours, winter break and a comprehensive Benefits package including time off, annual paid holidays; benefits offerings including health, dental, vision, tuition assistance, retirement, wellness, employee discounts and more.  To learn about Brown University’s benefits, visit the University Human Resources web page here for further information.

About the Opportunity:

At this dynamic cross-campus center, the Institute at Brown for Environment and Society (IBES), students and faculty conduct groundbreaking research and build creative solutions to complex 21st-century problems in climate and sustainability. Work at IBES combines an understanding of the natural world and human dimensions because environmental stewardship, human rights, and economic well-being are inextricably linked.

Through our unique interdisciplinary approach, IBES cultivates actionable research outcomes, while equipping and empowering the change agents of tomorrow through our rigorous and diverse academic programs. 

IBES faculty, staff, and students play key roles in the global conversation about environmental issues – on campus, at the State House, in boardrooms, and at the United Nations. 

At Brown, and within IBES, we celebrate diversity in all its forms, and work together to create a collaborative, inclusive, and equitable work environment where everyone can achieve their professional goals. 

Responsibilities:

The Administrative Coordinator provides executive assistance to the senior leadership team and general administrative support for the department. 

Responsibilities include but are not limited to the following:

• Provide scheduling support for the Director, including arranging a large volume of 1-on-1 meetings and repeat meetings of large groups (Advisory Council, research teams, faculty groups, etc) .

• Proactively manage Director’s calendar, executing appropriate discretion as to the prioritization of meetings, and flagging upcoming scheduling conflicts for immediate resolution

• Assist with Director’s travel arrangements and reimbursements as needed.

• Serve and chief transactor for all basic IBES office expenses via Purchase Orders and Brown PCard. The monthly use of the PCard requires the maintenance of electronic and print files for later reconciliation.

• Create custom reports and documentation as requested by the Managing Director and in some cases the IBES Financial Coordinator and leadership team (IBES Director and Deputy Directors).

• Act as point of contact for outside vendors. Maintain vendor billing records. Initiate and process IPRs, POs, supplier invoices, IBES Director travel expense reports, and Professional Service Agreements.

• Maintain high-level knowledge of Brown’s Workday Financial system and relevant internal contact list

• Coordinate programs and activities with the Managing Director, Director, and Senior Academic Program Manager, and Associate Director of Communications, as applicable.

• Work with the Managing Director to ensure that the office is running efficiently.

• Serve as lead contact for Brown’s Card Office, Swipe Access Office, and Public Safety/Police for all aspects of building-access management.

• Observe, report, and inform the Managing Director on all building maintenance and security issues.

• Lead all ordering office and building supplies for IBES, which includes 85 Waterman, the Urban Environmental Lab, and McMillan spaces used by IBES Personnel.

• Maintain all IBES Listserv at the direction of both the Managing Director, Director, and Senior Academic Program Manager, as applicable.

• Manage and track all assets and serve as the primary contact for annual space audits.

• Assist with onboarding faculty, staff, and trainees.

• Serve as the initial point of contact for IBES guests and visitors.
   

Job Qualifications
Education and Experience

• Associates degree plus at least 3 years of administrative experience, or equivalent combination of skills and experience.

• Experience in a university setting, preferred.

Qualifications:

• Excellent communication skills

• Excellent analytical skills

• Excellent computer skills, including Microsoft and Google platforms

• Customer-focused, customer service oriented

• Excellent attention to detail

• Experience with event planning and scheduling

• Works independently and uses judgment and discretion

• Ability to be flexible in a constantly shifting environment with tight deadlines and high volume of activity

• Possesses a willingness and ability to support a diverse and inclusive campus community

• Excellent administrative and organization skills

• Initiative and ability to work independently and as a member of a team

• Ability to multitask and prioritize workload

Salary Grade:

8

Additional Information: 

Applicants are asked to include a resume. 

All offers of employment are contingent upon successful completion of a background check.

Recruiting Start Date:

2024-03-01

Job Posting Title:

Administrative Coordinator

Department:

Institute at Brown for Environment and Society

Grade:

Grade 8

Worker Type:

Employee

Worker Sub-Type:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

37.5

Position Work Location:

Hybrid Eligible

Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact [email protected] .

EEO Statement:

Brown University is an E-Verify Employer.

As an EEO/AA employer , Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.