Administrative Coordinator


  • Salary Range: $16.7. - $19.65 per hour
  • Hours: 35 hours per week
  • Department: School of Graduate Studies
  • Closing Date: Open until filled


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This position provides administrative support for the School of Graduate Studies and Helfgott Research Institute, including financial and program administration, office management and facilities operations.



Financial Administration (40%)

  • Assist the Director of Operations of SOGS and HRI with financial analysis, account management and reconciliation.
  • Collect, track and record time sheets for contracted faculty and investigators.
  • Assist in verifying the accuracy of faculty worksheets, contracts and addendums.
  • Maintain confidentiality of sensitive information including personnel salaries.
  • Answer inquiries and provide information to faculty, students and staff on fiscal policies and procedures.


Administrative Assistance for the School of Graduate Studies and Helfgott Research Institute (40%)

  • Provide administrative support.
  • Assist with grant proposal preparation, submissions, budget planning and management.
  • Assist with development and preparation of publications such as reports, brochures and invitations.
  • Coordinate and track departmental hiring including job postings, interview scheduling, HR approvals and status forms.
  • Collect credentials and other required materials from faculty.
  • Assist with travel arrangements.
  • Review and update the SOGS and Helfgott website as necessary in conjunction with the website manager. Assist in updating and distributing academic and research policies.
  • Maintain summary of student and investigator projects, publications and presentations.
  • Provide support for faculty in conjunction with or in the absence of the academic coordinator.
  • Perform special projects and assignments as requested.


Office and Facilities Management (20%)

  • Anticipate and respond to facilities needs and requests, including management of common spaces, equipment and supplies.
  • In the absence of deans or directors, serve as the responsible party for safety and facilities maintenance including both academic and research activities.
  • Coordinate coverage for opening and closing the building. Provide coverage for absent workers when appropriate.
  • Hire, train, and supervise student workers in order to provide front desk coverage and security the Helfgott building.
  • Communicate up-to-date security and emergency response policies to the employees and students in the Helfgott building.
  • Support campus security by reporting and responding to emergencies promptly and using sound judgment.
  • Coordinate work with other departments and organizations. Assist in maintaining communication between SOGS/Helfgott and main campus administrative offices, faculty, students and others regarding departmental and program activities.
  • Assist students, employees, volunteers and visitors with facilities-related questions and/or requests.
  • Provide security coverage on the weekends and/or for special events.



Bachelor’s degree from four-year college or university and three years related experience with one year of employee supervision and budget monitoring experience; or equivalent combination of education and experience.