Administrative Meetings Coordinator, Academic Programs, The Rockefeller University - The Rockefeller

The Rockefeller University, a premier biomedical research institution located on Manhattan's Upper East Side, seeks an Administrative Coordinator to support the Assistant Director of Academic Programs in the implementation of three main program areas including 1) faculty recruitment 2) academic lecture series, and 3) off-campus scientific retreats.

Will assist with processing applications for faculty positions, coordination of visit schedules and seminars for faculty candidates, preparation of materials for committee meetings and large mailings, and other administrative support for the University's Fall and Spring recruitment initiatives. Will coordinate the University's Friday Lecture Series, one of the principal university-wide activities of the academic year, as well as assist with the coordination of other campus lecture series in accordance with the University's Lecture Policy Committee recommendations and guidelines. Will communicate with invited lecturers, coordinate visit schedules and seminars, arrange ground transportation and guest rooms, and other visit-related matters. Will make electronic calendar entries, campus room reservations, prepare flyers and posters, and work with the University's Communications & Public Affairs office (CPA) to ensure that seminars are properly advertised to campus and calendar entries are accurate. Will assist with the coordination of all off-campus, scientific retreats (two to three times annually) and manage registration, coordinate arrangements with caterers and transportation companies, and respond to participant inquiries. Will prepare retreat/symposium schedules, coordination of talks, posters sessions, audio-visual, receptions, meals, and guest rooms, and assist with the creation of print and web materials, including programs, posters, etc. Will be responsible for general office duties including filing, copying, ordering office supplies, etc. and will handle some general accounting duties including processing reimbursement and honoraria, vendor payments, and petty cash reimbursements.

Bachelor's degree and a minimum of 5 years of related experience in events planning and/or meeting planning required; experience in an academic setting preferred. Proficiency with Excel and Word necessary; knowledge of Adobe Creative Suite and HTML a plus. Must be available to work occasional evening events as necessary and have the ability to multi-task on multiple projects simultaneously while meeting hard deadlines. Must have strong organization skills and be extremely detail-oriented. Excellent written communications skills, including the ability to edit and proofread a diversity of written materials required. Must have the ability to establish relationships with various campus departments (CPA, Information Technology, Catering, Custodial, and Security) to ensure the smooth implementation of all seminars, retreats and symposium, as well as the ability to communicate effectively with Heads of Laboratory, Senior Administration, and campus visitors/speakers.

Our culture

• inspiring, collaborative atmosphere
• strong social and environmental consciousness
• intellectually curious academic environment
• 14-acre campus setting in NYC

Source: http://www.idealist.org/view/job/X2pz92cFS2fP/