Administrative Coordinator, Flatiron Institute

Location: New York

**** POSITION SUMMARY
**** This individual will assist in facilitating the operations and activities of a vigorous research community by supporting the Initiative for Computational Catalysis, Flatiron Administration and the Scientific Computing Core (SCC) team. The Administrative Coordinator will provide any necessary assistance to managers and coverage support for other coordinators on an as-needed basis throughout the various centers at the Flatiron. Responsibilities will include: planning visitor itineraries, arranging guest travel, and processing reimbursements and managing event logistics for frequent seminars and workshops.

The Administrative Coordinator will be an integral part of the Institute’s administrative processes.

This is a full-time position based on-site at the Simons Foundation’s New York City offices. Visit the Simons Foundation  to learn more.
**** ESSENTIAL FUNCTIONS/RESPONSIBILITIES
******** General Responsibilities
***** File, create and respond to routine correspondence and prepare expense reports via Concur software for senior staff members as well as external constituencies (consultants, visitors, etc.).
* Serve as liaison or main point of contact between staff, visitors and guests, coordinating catering, meetings and special events.
* Update and maintain various communications channels and databases, including the public website, the intranet (Wiki), publication list (using Bib Tex), email group lists, Slack channels, etc.
* Serve as one of the first points of contact for scientists and guests, including making travel arrangements, coordinating schedules and supporting guests during their visit. The coordinator must be able to work well with a variety of people, fostering and building good working relationships, both internally and externally.
* Perform other duties or tasks as assigned or required.
**** ICC Responsibilities
***** Manage the initiative’s weekly group meetings, including collecting speaker information, reserving appropriate spaces, and sending reminders.
* Take proactive responsibility for the coordination of the initiative’s team activities within and outside of the Simons Foundation/Flatiron Institute, including effectively maintaining calendars, scheduling appointments and making travel and conference arrangements in conjunction with the Events Team.
* Assist with meetings and workshops, including polling for availability, collecting meeting materials, coordinating internal calendars and maintaining the initiative’s contact lists.
* Provide administrative support for the Director by managing calendars, scheduling and coordinating meetings, and handling complex travel arrangements.
**** FI Admin / SCC Responsibilities
***** Organize, monitor, and maintain the Simons Foundation Library database, usage reports and journal inquiries reported to the SF Librarian email address.
* Consistently maintain and update the Flatiron Institute Alumni Network, by sending out surveys to departing employees,compiling responses, and sending bios to the website team.
* Proactively assist in the  coordination of FI-wide programs within and outside of the Simons Foundation/Flatiron Institute by effectively partnering with the Events team to order catering and AV on necessary requirements. Programs include, FWAM, alumni events, professional development events, summer@simons, and FI wide social events.
**** MINIMUM QUALIFICATIONS
******** Education
* **** Bachelor’s degree preferred
**** Experience
* **** 2–4 years of experience in high-level administrative support.
* Previous work in research or academic settings is a plus.
**** Related Skills & Other Requirements
***** Flexibility, consistent accuracy, careful attention to detail and the ability to multitask and organize many complex assignments and activities simultaneously are required.
* Excellent interpersonal, verbal, and written communication skills.
* Familiarity with word processing, spreadsheet, and database software in a Mac OS environment.
* Resourcefulness and good judgment are required, with a willingness to take responsibility and the capacity to function well with minimal oversight.
* Ability to take initiative, ensure tasks are…