Administrative Coordinator

Brown University

6d • Hybrid

About The Position

Brown University’s School of Engineering is seeking an Administrative Coordinator to support our academic and research programs. Provide research and academic administrative support to faculty, appointees, staff, and students in the School of Engineering (SoE). Responsible for coordinating the purchasing of scientific laboratory equipment, course, and office supplies from external vendors with a purchasing card (P-card) and through the Brown Buys Marketplace, the University’s online purchasing catalog. Transactions initiated via Workday include travel and purchase reimbursements, purchase orders, credit adjustments for returns, Pcard allocations and computer purchases. Process Professional Service Agreements (PSA), software licenses, and all other contracts through the Brown Contract Management System (BCM). Process Internal Purchase Requisitions (IPR) for faculty, postdoctoral fellows, staff, and students. Coordinate and reconcile monthly financial transactions and maintain accurate records. Coordinate logistical support for weekly seminars, workshops with multiple attendees, breakout session coordination, and other academic events (i.e. hospitality arrangements and travel reimbursements for visitors and presenters following government guidelines for international visitors). Coordinate course materials for faculty through Canvas. Provide administrative and general office support services for the School and assist in projects as needed. Schedule various meetings using different software upon request. The successful candidate, as a minimum, should have the following background:

Requirements

• Associate's degree with a minimum of 2-3 years of related administrative experience, or equivalent combination of education and work experience.
• Computer proficiency and experience working with spreadsheets, presentations, databases, and enterprise systems such as Workday preferred.
• Complete working knowledge of Microsoft Office Suite required, and Google products.
• Excellent administrative, customer service and organizational skills with the ability to work independently and with a team.
• Excellent communication and interpersonal skills, plus ability to maintain confidentiality.
• Ability to organize and prioritize workload in a multi-task environment while maintaining careful attention to detail.
• Ability to research, analyze and summarize information.
• Ability to work under pressure and exercise tact, discretion, judgment and ability to prioritize task completion.
• Ability to effectively support and serve a diverse population and handle confidential information with discretion.
• This position requires a strong commitment to promoting diversity and inclusive campus community.
• Emphasis on accuracy when working with numbers.
• Ability to be cross trained to distinguish between the University's Office of Sponsored Projects federal grants, non-federal grants, Gift Accounts and University funded accounts.
• Maintain knowledge of University and various funder policies and procedures as they relate to purchasing, travel, and reimbursements.
• Maintain an ongoing knowledge of evolving rules across areas; Controller’s Office including travel for grants and university funded sources, foreign nationals’ requirements, annual spending guidelines, and preferred vendor information, SoE Research, SoE Finance, Brown Buys, Brown Contract Management, PSA’s. Extensive correspondence with many offices

Nice To Haves

• Experience in an academic or non-profit setting preferred.
• Prior financial experience preferred.
• Computer proficiency and experience working with spreadsheets, presentations, databases, and enterprise systems such as Workday preferred.

Responsibilities

• Coordinating the purchasing of scientific laboratory equipment, course, and office supplies from external vendors with a purchasing card (P-card) and through the Brown Buys Marketplace
• Transactions initiated via Workday include travel and purchase reimbursements, purchase orders, credit adjustments for returns, Pcard allocations and computer purchases
• Process Professional Service Agreements (PSA), software licenses, and all other contracts through the Brown Contract Management System (BCM)
• Process Internal Purchase Requisitions (IPR) for faculty, postdoctoral fellows, staff, and students
• Coordinate and reconcile monthly financial transactions and maintain accurate records
• Coordinate logistical support for weekly seminars, workshops with multiple attendees, breakout session coordination, and other academic events (i.e. hospitality arrangements and travel reimbursements for visitors and presenters following government guidelines for international visitors)
• Coordinate course materials for faculty through Canvas
• Provide administrative and general office support services for the School and assist in projects as needed
• Schedule various meetings using different software upon request

Benefits

• Brown University offers a flexible work/life balance, summer hours, winter break, and a comprehensive Benefits package, including time off and annual paid holidays.
• Benefit offerings include health, dental, vision, tuition assistance, retirement, wellness, employee discounts, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees