Academic Administrative Coordinator

Cynet Systems • Cambridge, MA

1d

About The Position

The Academic Administrative Coordinator serves as a Faculty Assistant and Coordinator, supporting a professor in research, teaching, and related academic and professional activities. Working closely with the professor and team members, the coordinator provides administrative, editorial, event-planning, financial, communications, and course-support assistance. The role coordinates programs, projects, and events; creates administrative systems; responds to inquiries; and prepares and maintains records, reports, budgets, and plans.

Responsibilities include managing correspondence; drafting and editing written materials; coordinating working groups, events, guest visits, travel, and related logistics; supporting course administration; processing reimbursements and other financial transactions; maintaining faculty and organizational website content; and providing administrative support to fellows and project-affiliated personnel. The coordinator also serves as backup to the Executive Assistant and performs other related duties and special projects as assigned.

Requirements

• High school graduate.
• At least 2 years of relevant work experience in an administrative role, project management, or an academic setting; internships count toward experience.
• Excellent interpersonal and communication skills.
• Ability to work independently with minimal supervision.
• Strong ability to plan, prioritize, and track work.
• Basic or better proficiency in common office software.

Nice To Haves

• Bachelor's degree in political science.

Responsibilities

• Transcribe and draft verbal dictation and audio recordings, and edit documents, memorandums, op-eds, and related written products.
• Coordinate faculty working groups and guest speakers, including invitations, travel logistics, room bookings, catering, event preparation, and RSVP tracking.
• Work with Research Assistants to coordinate working groups and liaise with guests.
• Provide Faculty Assistant support for fall courses, including updating Canvas pages, obtaining copyright clearance for readings through Library Reserves, coordinating assignments with Course Assistants and Teaching Fellows, responding to student requests, scheduling office hours, drafting presentations, compiling course materials, and coordinating visits by high-level government officials.
• Support visiting faculty and lecturers by coordinating travel and accommodation, processing expense reimbursements and hotel invoice payments through Buy2Pay, updating website profiles, and handling interview requests by email.
• Manage administrative work for Fellows and Senior Fellows, including nomination and renewal paperwork, visit and travel arrangements, visa application coordination, reimbursements, payments, and honoraria.
• Manage administrative work for hiring part-time student research assistants, short-term employees, and other project-affiliated personnel as needed.
• Manage faculty website profiles and update organizational websites with publications, interviews, and media appearances.
• Compose and send newsletter e-blasts using Salesforce and work with the communications team as needed.
• Process reimbursements, honoraria, and other faculty and project financial transactions in coordination with the finance office.
• Process project purchases and monthly corporate card and purchasing card reconciliations through Concur.
• Process Buy2Pay payments, reimbursements, and invoice reconciliations for hotel invoices, guest speaker payments and honoraria, and other supplier invoices.
• Prepare meeting documentation, maintain contact databases and office inventory, and manage electronic and physical filing systems.
• Act as backup to the Executive Assistant.
• Perform other related duties and special project work as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED