Administrative Coordinator

Administrative Coordinator

Employee Type: AP-Administrative Professional

Position Number: 90691

Work Location: Pullman

Summary of Duties:
Washington State University (WSU) is seeking to hire a strongly self-motivated, resourceful Administrative Coordinator to join the administrative team in the Institute for Shock Physics (ISP). The ISP represents a unique, multidisciplinary research enterprise with three locations (Pullman, WA; Spokane, WA; Argonne, IL) and strong partnerships with National Laboratories and academic institutions, such as Princeton, Caltech, and Stanford. The Institute is an externally funded research organization that conducts a broad range of fundamental and applied research projects in the physical sciences and engineering for government agencies and companies, including the development of commercial applications. The Administrative Coordinator is responsible for providing confidential administrative support and the independent management of key operational functions for the Institute including recruitment, external relations, programs/events, and reporting requirements.

Responsibilities include the following:

  • Manages all phases of the recruitment and selection of prospective new faculty and staff from start to finish; coordinates the development of and plans the agendas for candidate visits including interactions with ISP and ASL faculty/staff, corresponds with the candidate, and manages all logistics for the visit.
  • Leads the effort in creating marketing materials used in external relations, including web site maintenance and preparation of printed materials. This includes writing content and graphic design to convey a sense of scientific excitement.
  • Manages administration and logistics of special programs and events including: site reviews by Federal Agencies, scientific workshops, collaborative meetings, etc.
  • Serves as the coordinator for the administrative aspects of grants/contracts, such as tracking deliverables, timelines, and overall project requirements. This includes coordinating milestones, reporting, and planning.
  • Develops and implements a system to identify and collect quantifiable metrics for reporting to internal and external constituencies including grant funded initiatives. This includes, but is not limited to information about graduate studies, publications, conference presentations, seminars, technical reports, and faculty expertise.
  • Acts as a back-up for the Assistant to the Director in providing confidential administrative support. The scope of interactions will include external constituencies, such as National Laboratories and Federal Agencies and will regularly require the use of independent judgment and discretion.
  • Prepares, reviews, and coordinates correspondence, presentations, and reports.
  • Provides and oversees support activities such as receiving and directing calls, maintaining calendars, scheduling appointments, and ensuring appropriate coordination and follow-up.
  • Ensures materials are prepared or coordinated on behalf of the Director; collects background and current material (e.g., correspondence, reports, specific policies and procedures, etc.) for specific projects.

Required Qualifications:
A Bachelor’s degree in a field relevant to area of specialization and three (3) years of experience directly related to the specialty area. Any combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.

Posting Open Date: 06/22/2017

Posting Close Date:

Open Until Filled: Yes

To apply, visit

Washington State University is an Equal Opportunity/Affirmative Action Educator and Employer.