ADMINISTRATIVE ASSISTANT, College of Arts & Sciences Tracking Code0176 Job Description
The Administrative Assistant is responsible for the regular administrative and financial operations of the Center for Philosophy and History of Science. The Assistant will liaise with visiting researchers, lecturers, administration, and the public, while assisting the Director with all aspects of the Center, including budgeting, fundraising, grant applications, managing Center accounts, & reports. The Assistant will aid in organizing and running the annual Boston Colloquium for Philosophy of Science lecture series, likely to be hybrid running simultaneously in-person and online using an online meeting platform, arranging venues and catering for the lectures, and coordinating with invited speakers and processing reimbursements. The Assistant is responsible for maintaining the Center website for designing posters, outreach & advertisements for Center events, and recording videos of events to be edited and posted on Center website. Position has flexible work hours apart from required Center events, which are occasionally on the weekend or in the evening.
Duties / Responsibilities:
- General administrative tasks including record keeping, annual reports, member files, etc.
- Manage multiple financial accounts of the Center and balance quarterly budgets
- Assist with fund raising and grant applications
- Handle all invoices, requisitions, donations, grants, and reimbursements for the Center
- Handle appointments of visiting researchers and other associates of the Center
- Manage the email account and telephone for the Center
- Provide administrative support to the Director
- Designing, producing, and distributing advertisements for each Colloquium
- Inviting speakers, and regularly communicating with them about their lecture
- Arranging lodging, group meals, and various other details of the speakers visits
- Arranging venues, audio-visual support, catering, etc. for each colloquium
- Being present at each colloquium to guide set up and assist speakers and the Director
- Running online webinar platform for remote speakers and audience
- Recording each session, editing and uploading to the Center website
- Maintaining the Center website, including archives
- Serve as contact person for the Center, and manage public access to the Director
- B.A./B.S., and one to three years of experience.
- Self-motivated and proactive able to recognize what needs to be done and take initiative
- Highly organized able to keep track of multiple tasks and meet deadlines
- Strong computer skills able to keep finances, file reports, requisitions, etc.
- Strong webmaster skills able to design and update Center website
- Communication & writing skills able to assist with correspondence, reports and grant applications
- Ability to host remote lectures using online meeting platform
- Ability to operate A-V equipment, record lectures, post to website Creativity and ability to produce attractive advertisements for colloquia.
- Experience with academic culture preferred
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. We are a VEVRAA Federal Contractor.
Job Location BOSTON, Massachusetts, United StatesPosition TypePart-Time