Jobs

Administrative Coordinator

The Shorenstein Center is looking for an Administrative Coordinator to join a growing and dynamic finance and operations team. The ideal candidate is a self-starter who is able to adapt to consistently changing priorities with equanimity and grace; person should have a growth mindset approach to the role.

Successful candidates will possess strong interpersonal communication, organizational, and problem-solving skills; will have the ability to prioritize and handle a wide range of tasks and projects simultaneously; will exercise good judgment, and demonstrate initiative with a strong attention to detail and independence. Must have proven ability to handle sensitive data with confidentiality and discretion, and must be able to work a 9am – 5pm schedule, due to the frontline customer-focus nature of the role.

The individual will perform a variety of moderately complex administrative duties within the operations team. Duties will range from general administrative tasks, such as scanning and filing and creating work order requests. Work will be accomplished using a variety of computer and cloud-based platforms, so ability to quickly learn new software is essential. Supervisor may determine work priorities and review completed work for accuracy.

Position Description

This Administrative Coordinator will provide key administrative support for the Shorenstein Center on Media, Politics and Public Policy, reporting to the Director of Finance and Operations and working in close collaboration with the Finance Associate. The candidate will be a key member of the Center’s operations team.

Responsibilities include, but are not limited to:

General Operations

• Coordinating all faculty and staff onboarding and offboarding; Maintaining the team’s general finance/ops e-mail inbox;
• Coordinating logistics and scheduling for internal and external meetings. This will include creating meeting requests, booking conference rooms/meeting locations, ordering food, and/or booking travel arrangements for visitors/guests when needed with a priority on Diversity, Inclusion and Belonging trainings for the Center.
• Filing, organizing and managing Center records and keeping select databases up-to-date (i.e. staff directory, computer and telephone leasing records, onboarding/off-boarding checklists, list-servs, calendars, etc.);
• Maintaining Shorenstein’s internal finance and operations website;
• Typing out business processes, policies and checklists per the direction of supervisor; Coordinating and communicating team’s collective goals, timelines and process guides; Assisting with document preparation for various meetings/trainings/workshops as directed;
• Preparing and tracking general maintenance work orders related to the following: cleaning requests, furniture removal/moves, temperature adjustments, light bulb replacements, etc.;
• Serving as Shorenstein’s point-of-contact for issues related to the following: telephones, computers, common area printers and copiers;
• Assisting supervisor on special projects like the annual IT leasing/telephone allocations & space utilization;
• Providing general administrative support to the finance and operations team;
• Contributing to Center’s goals by accomplishing other related clerical, reception, and operations duties as needed.

Human Resources

• Assisting with paperwork preparation for new staff hires (org chart, FTE form, temp, etc.); Assisting with appointment renewals
• Filing and organizing confidential material on shared drive; Sending out weekly PeopleSoft time approval reports.
• Providing guidance to faculty and staff on Center and University policies and procedures when needed;

Basic Qualifications

2 years of relevant experience is required.

Additional Qualifications and Skills

Must possess problem-solving skills, as well as strong writing, editing, and verbal communication skills. Excellent customer service skills required. Ability to manage conflict and navigate difficult situations effectively. Must be able to handle several projects simultaneously, prioritize tasks from multiple sources, and successfully manage frequent deadlines. Ability to work both independently and as a member of a team in a fast-paced environment is critical. Excellent interpersonal skills required, as person will act as a representative for Shorenstein to external audiences. Web editing skills a plus, as is a sense of humor