Administrative Coordinator

Job Title: Administrative Coordinator
Location: Providence RI 02903
Duration: 03 months
Hybrid: 3 days onsite, 2 days remote.
The first week of training needs to be 100% onsite.

Job Description:

1. Major Responsibility: Coordinates the day-to-day office operations 45%

·Office Operations & Facilities: Coordinates day-to-day operations for the administrative core, including managing mail distribution, office supply inventory, and visitor parking validation. Serves as the primary point of contact for building access (keys/card access) and submits facilities work orders to ensure proper maintenance of the physical space and equipment.

·Administrative & Academic Support: Provides high-touch customer service to visitors and responds to employee inquiries. Creates and implements office procedures under the direction of leadership. Provides primary administrative support to academics as assigned and serves as a proactive back-up for academic administrative functions to ensure departmental continuity.

·Financial Processing & Compliance: Initiates purchase transactions, processes staff reimbursements, and enters all expenditures accurately. Performs regular reviews of Purchasing Card (P-Card) transaction logs, investigates discrepancies, and submits cost transfers as required.

·Information Management: Organizes and maintains electronic and print filing systems, if applicable. Manages word processing tasks, prepares analytical reports, and ensures all core-specific administrative protocols are documented, updated, and followed in accordance with School of Public Health (SPH) standards.

·Onboarding & Coverage: Coordinates onboarding and offboarding activities for staff and faculty to ensure a seamless transition. Provides consistent office and telephone coverage to maintain high service levels.

2. Major Responsibility: Provides Administrative Support for Center Directors 40%

·Provides high-level administrative support for the Center Directors within the administrative core. Manages complex calendars and scheduling needs, using sound judgment to prioritize requests and communicate realistic timelines to stakeholders. Anticipates cyclical events to facilitate long-range planning and ensures all meeting participants are fully prepared with necessary materials.

·Coordinates comprehensive logistics for domestic and international travel, including detailed itineraries and the timely submission of expense reports in compliance with University and external policies. Supports the administrative core by researching project-related data and assisting with the preparation of reports for University offices and external partners. Additionally, oversees event logistics, mailings, and general administrative operations to ensure efficient departmental workflow.

3. Major Responsibility: Oversees administrative core communications 15%

·Oversees the digital presence of the administrative core by managing website content and social media platforms. Collaborates with key stakeholders to ensure all content accurately reflects the core’s mission and goals while maintaining compliance with Brown University Communications and the School of Public Health identity standards.

·Proactively solicits and integrates timely updates for course, research, student, and faculty information to ensure website accuracy. In collaboration with leadership, writes and develops web features, pages, and multimedia content (video/media). Additionally, manages the core newsletter process and ensures all digital communications are editorially precise and grammatically correct. Works closely with faculty, staff, and Core Managers to maintain a steady flow of information across all communication channels.

Education and Experience

·Bachelor’s degree or equivalent combination of education and experience. One (1) to two (2) years of experience as an office manager, office clerk, administrative assistant, front office manager, or similar role. Business or office-related financial experience preferred.

Job Competencies

·Attention to detail combined with the ability to propose and execute creative solutions for complex administrative challenges.

·Strong written and verbal communication skills, with proven experience producing reports, assigning tasks, facilitating instructions, and managing vendor contracts.

·Excellent organizational and multitasking skills, with a demonstrated ability to prioritize a high volume of work and meet competing deadlines.

·Advanced familiarity with Microsoft Office Suite and Google Workspace (specifically Gmail and Calendar), along with basic computer troubleshooting skills.

·High level of reliability and discretion when handling sensitive information, with the initiative to work effectively both independently and as a collaborative team member.

·Strong interpersonal and leadership abilities, with a focus on building effective working relationships across the department.

EXPERIENCE NEEDED:
Complex calendar management, travel coordination, project management, event management, financial processing such as reimbursements and vendor contracts, digital communications and content management, advanced familiarity with Microsoft Office Suite and Google Workspace (Gmail and Calendar), discretion with sensitive information, multitasking, producing reports.

SKILLS:

Microsoft Office Suite, Google Workspace (Gmail and Calendar), Adobe Acrobat, nice-to-haves would be Workday and Canva