Project Administrator (Internal Candidates Preferred)

Details • Troy, NY

3d

About The Position

Founded in 1824, Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity, science, and technology together to address society's greatest challenges. We cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry, disciplined practice, and hands-on application. Our strategic plan, RPI Forward, charts a pioneering course for the next era of RPI. Explore the RPI Forward plan. ↗︎ Nestled on a beautiful 275-acre campus in upstate NY, RPI is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s fastest supercomputers, and the IBM Quantum System One - the first university-based quantum computer in the world. With top notch employee health and retirement benefits, Rensselaer offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth. The Project Administrator is responsible for coordinating project activities, maintaining and updating project schedules, managing, assignments, monitoring progress, and communicating with the many participants involved in the IBM-RPI Future of Computing Research Center (FCRC), including other VPR centers. The Project Administrator will provide logistical and administrative support to executive-level stakeholders both internally and externally.

Requirements

• Bachelor's Degree in Business Administration, Higher Ed Administration, or related field
• 2 or more years directly related experience
• Relevant combination of education, training, and experience may be considered.
• Competence with research related computer software and/or ability to learn new software
• Demonstrated competence in the administration, planning, and implementation of research projects
• Strong computer skills; Microsoft Office Suite, Google Docs, Web site editing, and/or other similar collaboration tools
• Ability to work effectively under pressure and meet established goals and objectives
• Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community ranging from students, faculty and staff to external constituencies
• Excellent organizational and time management skills and the ability to establish priorities
• Strong written and verbal communication skills
• Demonstrated writing and editing skills
• Ability to develop scientific research programs and implement new strategies and procedures
• Ability to provide coordination and management and development of and/or implementation of projects
• Strong commitment to working with staff and students to help them achieve goals and meet university requirements.
• Ability to work effectively with all members of campus community in the scheduling of activities

Responsibilities

• Plan and maintain complex, busy, and shifting schedules of appointments and meetings.
• Schedule high-level meetings and committee meetings, in-person, online, and hybrid, as requested.
• Attend, record, and draft minutes. Monitor and follow up on action items.
• Coordinate activities that span multiple faculty and labs, as well as researchers from IBM, including providing administrative support for research proposals and providing administrative support to internal and external committees as needed.
• Act as point of contact and facilitate communications with internal and external participants including affiliated faculty and/or scientific collaborators, partner corporations, and sponsors of projects.
• Schedule meetings and keep minutes, prepare and distribute materials, and monitor progress with scientific sponsors and collaborators.
• Coordinate and assist with special projects and activities, events/ functions, including workshops, visits, and conferences. (in-person, virtual, or hybrid) Coordinate preparation, set up, and logistics for these events/ functions.
• Update the FCRC website, using campus-compliant website techniques. Responsible for populating and editing all website content. Enhance the national and international impact of our scientific research teams through the FCRC website, interactions with OCEC and IBM on social media, press releases, and fund-raising materials and presentations
• Coordinate travel and logistics for various events and meetings. Ensure essential information and background for each meeting and/or trip is prepared. Ensure compliance with Institute policy and utilize Institute systems, support FCRC in travel needs and reporting, and/or coordinate with the admins handling the reporting as necessary. Handle travel needs for visitors from IBM and/or other VPR centers.
• Draft and prepare for signature, and office communications for Directors as well as proofread and edit confidential and sensitive information.
• Assist with the hiring and renewal of administrative and research staff as well as students and complete the required administrative paperwork. Assist with the composition for new positions. Assist the Directors with the annual performance review process.
• Coordinate space planning activities for FCRC/FOCI physical setup including conference spaces, graduate offices, lounge space, faculty offices, and other facilities. Coordinate meetings, project reviews and visits with industrial, government or university affiliates and coordinate with the FOCI project administrator on such activities involving FCRC and the FOCI affiliates.
• Other duties and projects as assigned.

Benefits

• top notch employee health and retirement benefits
• generous paid time off program
• tuition remission
• opportunities for career growth
• Rensselaer’s Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan.
• Our goal is to provide you and your family with a comprehensive health and welfare program as an umbrella of financial security and protection during your employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees