Administrative Coordinator

Job description

Posting Details

Position Information

Job TitleAdministrative CoordinatorDepartmentBioengineeringFull Time/Part TimePart-TimeRequisition NumberS20064Open Date08/06/2019Close Date08/20/2019Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 9 a.m. to 3 p.m.

Benefits EligibleYesEligible for OvertimeYesPosition Summary

The Administrative Coordinator will provide support to the Director of Center for Excellence in Tissue Engineering. Duties will include, general administrative support, coordinating the publication of a scientific journal. He/she will process manuscripts for peer-review and publication with a web-based manuscript tracking system and correspond with authors, reviewers and the publisher. In addition this position coordinates the planning and logistics of the Advances in Tissue Engineering (ATE) short course, which includes: arranging venues, AV requirements, corresponding with speakers regarding flights, hotels and lecture times, catering, budget, and event database. This position requires strong interpersonal skills, and excellent English.

This position is a part-time, 30 hour per week, benefits-eligible position.

Education RequiredHS Diploma or equivalentMajor/DisciplineSubstitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred

Associate’s degree.

Experience Required5 yearsType of Experience

Related experience (such as equivalent administrative, financial, editing, program coordination and website management duties).

Substitution for Experience Requirement

May substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.

Experience Preferred

- Three plus years of full-time professional office experience, including administration, editing, proof reading, and event managing
- Rice University experience

License/Certification RequiredLicense/Certification PreferredSkills Required

- Advanced computer skills and demonstrated experience with office software and email applications
- Proven success in following through and completing projects
- Excellent organizational skills and attention to detail
- Excellent verbal and written communication skills
- Excellent customer service and interpersonal skills
- Ability to prioritize, multi-task, and assign work to others
- Ability to take initiative and ownership of projects
- Ability to routinely and independently exercise sound judgment in making decisions

Skills PreferredInternal / External Contacts

Extensive contact with the public and the university community on the phone, in person, via e-mail and written correspondence. Must be able to interact professionally and pleasantly with all individuals regardless of position level from students to faculty and staff, donors, upper level administration, etc.

Physical Demands

Requires working at a computer for extended periods.

Working Conditions

Office environment.

Security SensitiveYes Special Instructions to ApplicantsQuick Link for Postinghttp://jobs.rice.edu/postings/20762 Job Duties

Job Duty NameEssential FunctionsDescription of Job Duty

- Acts on behalf of the unit, functional area or department head to establishing priorities and identifying and resolving problems that are administrative in nature
- Researches and / or writes background information for meetings
- Participates in meetings on supervisor’s behalf, as needed
- Oversees the coordination of complex conferences, seminars, and events
- Composes documents for presentations, course handouts, grants, conferences, seminars, and reports; performs substantial research, editing and fact checking
- Creates complex reports and spreadsheets
- Makes recommendations based on reports
- Oversees and processes a variety of complex financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies
- May assist with capital or special equipment requests and / or vendor selection
- Coordinates complex office moves
- Plans and coordinates routine remodeling and renovations
- Analyzes and reviews material and extract pertinent information for briefing purposes
- Performs human resources transactional support and / or faculty affairs support; coordinates or manages the visa process
- Guides and trains student workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness
- Performs other duties as assigned

Job Duties

Job Duty NameAdditional Functions & ResponsibilitiesDescription of Job Duty

- Provides administrative support to the Director of Center for Excellence in Tissue Engineering, by scheduling appointments, answering the phones, editing documents, handling mail and e-mail inquiries
- Communicates with the publisher’s staff members
- Manages Manuscript Central – a web-based manuscript tracking system including monitoring and uploading information
- Corresponds with authors, reviewers and the publisher by telephone and email
- Monitors the processing of manuscripts during various stages of peer-review until final editorial decisions are determined
- Communicates with guest speakers, sponsors, faculty and participants to coordinate their participation in the ATE
- Manages all the coordination with vendors dealing with venue, catering, and set-up
- Gives guidance to student workers responsible for all material being put together and handed out during the ATE four-day course
- Monitors all aspects of the budget, payments and expenses of the ATE

Applicant DocumentsRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents
    Supplemental Questions

    Required fields are indicated with an asterisk (*).

    1. * Do you have a high school diploma or equivalent?
      • Yes
      • No
    2. * Do you have five years of related experience (such as equivalent administrative, financial, editing, program coordination and website management duties)? Please note that you may substitute additional related education, above and beyond what is required, on an equivalent year for year basis in lieu of the experience requirement.
      • Yes
      • No
    3. * Why are you interested in this part-time opportunity?

      (Open Ended Question)

    4. * What salary are you seeking for this part-time position?

      (Open Ended Question)

     

     

     

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    Job No:
    Posted: 8/16/2019
    Application Due: 8/20/2019
    Work Type:
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