Reporting to the Manager for Events and Administration, the Coordinator will be responsible for assisting with the financial, clerical and administrative operations of the Mathematics and Physical Sciences (MPS) Division. This individual will coordinate the activities of a busy division, including planning review meetings, assisting with large annual meetings, arranging team travel, processing reimbursements and honoraria payments, as well as managing logistics for small seminars and workshops. The MPS Coordinator will be an integral part of the division’s administrative processes.
This is a temporary, full-time opportunity with an anticipated start in late October 2024 and expected to last until early April 2025.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES
- File, create and respond to routine correspondence.
- Prepare expense reports and manage invoices, including honoraria, via Concur for internal staff as well as external vendors (consultants, reviewers, visitors, etc.).
- Schedule and provide support during MPS Team meetings; take and distribute meeting minutes.
- Take proactive responsibility for the coordination of the division’s activities within and outside of the Simons Foundation; effectively manage and maintain MPS leadership and general MPS calendars, schedule appointments.
- Manage the division’s presence on the foundation’s intranet including consistent updating of MPS meeting and events.
- Coordinate small review meetings and workshops including polling for availability, collecting meeting materials, coordinating MPS team and Simons Foundation/Flatiron Institute leadership calendars and managing workshop participants and panelists through the life of the event.
- Assist with large annual meetings and annual MPS advisory board meetings as needed.
- Assist with oversight of MPS webpages on simonsfoundation.org.
- Foster and build good working relationships, both internally and externally. The Coordinator must be able to work well with a variety of people.
- Serve as liaison or main point of contact between staff and division visitors and guests, coordinating meetings and special events.
- Perform any other duties or tasks as assigned or required.
MINIMUM QUALIFICATIONS
Education
- Bachelor’s degree preferred
Experience
- 2–4 years of experience in high-level administrative support
- 2–4 years of experience coordinating travel, handling complex calendars for various high-level personnel, scheduling and hosting events, and handling confidential information is necessary
- Previous work in research or academic setting is a plus
Related Skills & Other Requirements
- Consistent accuracy, careful attention to detail and the ability to multitask and 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 macOS environment
- Familiarity with Cvent event management software and/or Concur is helpful
- 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
COMPENSATION
- The compensation for this position is an hourly rate of $29.32 – 33.65 per hour.
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.