Administrative Coordinator

Brown University

1d•Hybrid

About The Position

Racing the Classics is a multi-year cohort-based fellowship funded by the Andrew W. Mellon Foundation. The Administrative Coordinator, working with the Fellowship Co-Directors and the grants administration team, manages the planning and execution of one two-week in-person summer seminar and an online academic year-long practicum per cohort. The Coordinator will serve as the main point of contact for non-academic queries. They will therefore regularly interface with fellowship faculty; current, past, and prospective fellows; and other constituents inside and outside the University, including vendors, in addition to the Fellowship Co-Directors. The incumbent is responsible for booking spaces on-campus; booking all travel and accommodation; researching and managing catering; and researching and making additional reservations. The Coordinator will also be in charge of disbursing funds for fellowship stipends and faculty honoraria; scheduling and troubleshooting Zoom practicum sessions; and, in dialogue with the grants administration team, tracking all expenses incurred over the term of the project. Lastly, the incumbent will provide assistance, as needed, with the following: design and circulation of application materials to the admissions committee; circulation of application materials and program advertisements to academic institutions, organizations, and departments; ordering and distributing materials related to the in-person summer seminar; and generating financial reports. This position is a fixed-term position; 10 hours per week, renewable every year, depending on funding source. This is a hybrid-eligible position based on the department’s requirements. Please note this position supports a 10-day seminar during which the incumbent will be expected to work fully onsite.

Requirements

Associate's degree with at least 3 years of administrative experience, or equivalent combination of education and experience.
Prior experience in event coordination and expense tracking, preferably at the university level.
Excellent organizational, administrative and time management skills.
Experience coordinating/planning small in-person, virtual, and hybrid events.
Experience tracking financial transactions.
Excellent interpersonal, verbal, and written communication skills.
Initiative and judgement to independently problem solve and prioritize while maintaining careful attention to detail and contributing to a collaborative team culture.
Previous experience working with highly sensitive and confidential material.
Ability to research, analyze and summarize information.
Ability to multitask and prioritize workload.
Highly proficient and continued interest in maintaining proficiency with Microsoft Suite or Google applications, Adobe, Workday, basic familiarity with web design, and virtual meeting applications (Zoom/Teams).

Responsibilities

Manage the planning and execution of one two-week in-person summer seminar and an online academic year-long practicum per cohort.
Serve as the main point of contact for non-academic queries.
Interface with fellowship faculty, current, past, and prospective fellows, and other constituents inside and outside the University, including vendors.
Book spaces on-campus.
Book all travel and accommodation.
Research and manage catering.
Research and make additional reservations.
Disburse funds for fellowship stipends and faculty honoraria.
Schedule and troubleshoot Zoom practicum sessions.
Track all expenses incurred over the term of the project in dialogue with the grants administration team.
Provide assistance with design and circulation of application materials to the admissions committee.
Circulate application materials and program advertisements to academic institutions, organizations, and departments.
Order and distribute materials related to the in-person summer seminar.
Generate financial reports.