Posted on August 15, 2012

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Administrative Coordinator

The American Association for the Advancement of Science (AAAS) seeks an Administrative Coordinator to perform administrative duties in support of for its Science & Technology Policy Fellowships Department.

Major duties and responsibilities:

• Coordinate office activities and schedules; evaluate office procedures and systems and present recommendations for greater efficacy and efficiency. Identify and resolve problems by researching and developing recommendations and implementing decisions
• Organize and oversee Fellowships Department central filing system and document sharing systems; manage inventory of supplies and equipment, phone/computer maintenance and upgrades, and departmental subscriptions
• Collect and review timesheets to ensure timely authorization and submission; maintain personnel files
• Arrange appointments and participation in meetings and events; locate and compile information and prepare briefings for meetings and projects
• Serve as liaison with other AAAS departments and vendors
• Cultivate interdepartmental and external relationships to build cooperation
• Receive and screen communications including telephone calls, e-mail messages, and mail; determine appropriate course of action; Ensure inquiries are processed and tracked accurately and in a timely manner and that issues are appropriately reviewed and addressed; Apply knowledge of Fellowships programs, policies, procedures and practices to provide accurate information; Independently respond to routine correspondence and issues
• Research and draft correspondence, memos, or reports to communicate department decisions, ideas, and agenda; Coordinate distribution of invitations, acknowledgements, announcements, newsletters, reports and other communications
• Research and coordinate leads and connections for new partnerships, collaborations, and funding opportunities; Plan, organize, and coordinate special projects such as anniversary activities, strategic planning processes, and engagement with internal and external organizations
• Anticipate department needs and independently research, develop, and compose materials for use in a variety of settings (publications, press releases, talking points, presentations)
• Edit documents from internal and external sources; Prepare PowerPoint presentations, reports, and other documents
• Coordinate monthly staff meetings, biannual Advisory Committee meetings, and special events, including logistics (invitations, rooms, A/V, conference calling, travel and accommodations, catering, briefings, materials and supplies)
• Prepare and distribute agendas and supporting documents; staff meetings, take notes, prepare and distribute minutes; implement action items and track progress to completion; Write and distribute acknowledgments to participants
• Collaborate with Fellowships Finance staff to produce monthly financial status reports; Serve as backstop for Finance colleagues to support efficient and timely processing of AP during busy periods and vacations
• Coordinate travel arrangements and serve as liaison to travel contacts/destinations; Prepare thorough travel briefings, documents and supporting materials; Compile and submit travel expense reports and tracks Amex payments
• Coordinate and monitor a variety of information impacting the Fellowships Department; Research data to support conclusions and recommendations
• Establish and maintain paper and electronic files and ensure they are updated and organized; Manage contact records in central database
• Document departmental procedures and processes for operating manuals and flow charts; Produce charts/graphs of annual and historical Fellowships data and other information for use in reports and presentations
• Other duties as assigned

Minimum qualifications:

• Academic training leading to a Associate’s degree in business, administration, communications, project management or a related field; Bachelor’s degree in a relevant field preferred
• Three to five years experience in progressively responsible administrative; minimum one year experience supervising others
• Demonstrated ability to organize, plan and implement broad administrative functions for a high-profile program, including project management; planning, organizing, and coordinating special events; managing schedules, travel and logistics; processing reimbursements and expense spreadsheets; and facilitating stakeholder relations and data; and ability to use independent judgment to make decisions and guide projects effectively and efficiently
• Excellent communication and interpersonal skills and writing, editing and proofreading abilities are essential. Must be proficient with Internet research, MS Word, Excel, PowerPoint, and database software
• Professional business etiquette and capacity for diplomacy, discretion, and maintaining confidentiality. Ability to work with individuals from different disciplinary and cultural backgrounds and to interact with stakeholders in academia, government, foundation, corporate, and non-profit sectors
• Proactive in anticipating needs, conflicts, and opportunities. Ability to set priorities for multiple projects, meet multiple deadlines under pressure, and work both independently and as part of a team in a fast-paced environment
• Experience working in a non-profit environment with government grants, scientists and engineers, fellowships and alumni relations, and interest in science and policy

Application Instructions

Please visit our website http://www.aaas.org/careercenter/employmentataaas/ to get more information and to apply to AAAS online. AAAS is an Equal Opportunity Employer.