Administrative Coordinator - Developmental Neurobiology

About the role

The Administrative Coordinator is responsible for managing administrative activities in order to support and accomplish goals of department and leadership. We're looking for someone who is proactive, dependable, and enjoys being part of a collaborative team. The right person thrives in a support role, takes initiative, and finds satisfaction in both the big and small tasks that help a department operate successfully.

What We're Looking For

• Someone who genuinely enjoys administrative work and takes pride in providing exceptional support to others
• A collaborative team player
• An individual who understands that every task matters, whether it's coordinating a complex international trip or stocking supplies and setting up coffee for a meeting
• Experience supporting busy leaders or faculty members in an administrative capacity
• Strong travel coordination skills, including travel authorizations, expense reports, and arranging detailed multi-city or international travel
• Familiarity with cost transfers or related financial processes is preferred
• Excellent organizational skills, attention to detail, and the ability to manage multiple priorities with a positive, customer-service-focused approach

What You'll Do

• Provide dedicated administrative support to four faculty members and their research labs, helping to keep daily operations running smoothly
• Coordinate faculty travel from start to finish, including travel authorizations, expense reports, and complex domestic and international itineraries
• Assist with financial and administrative processes, including cost transfers and related documentation
• Support meetings, events, and departmental activities by handling logistics, scheduling, and coordination
• Help maintain a welcoming and well-functioning environment by managing supplies, preparing shared spaces, and assisting with day-to-day operational needs
• Partner with faculty, staff, and colleagues across the department to ensure a high level of service and support

Job Responsibilities

• Manage the day-to-day administrative activities as the key point of contact for multiple areas like office supply management, calendar management, email and phone correspondence, tracking and maintaining vendor contracts, mail management, event coordination, badging, visitor management, coordination with other teams on matters of financial systems etc.
• Coordinate/liaison with internal teams as well as external vendors to accomplish goals for own department
• Track budget, create variance reports and analysis for own department, while working with departmental managers
• Create a filing system, develop standard reports, maintain databases and spreadsheets to provide accurate and timely information, while protecting data confidentiality
• Support a senior faculty member or multiple leaders in managing their communication, general administrative tasks, CVs and bio sketch management and participate in special projects/activities
• Support the recruitment process by developing & coordinating itineraries for departmental visitors or new recruits, including senior members
• Contribute to the creation of documents (i.e. presentations/manuscripts/grant writing etc.)
• Support the management of compliance issues
• May mentor junior members of admin team
• Perform other duties as assigned to meet the goals and objectives of the department and institution
• Maintain regular and predictable attendance
• Consistently meet job expectations, adhere to policies, and deliver quality work while applying St. Jude values and principles

Qualifications

• High school diploma/GED required; Bachelor's degree preferred
• Minimum Requirement: 6+ years experience in administration or related area
• Experience Exception: Bachelor's degree and 2+ years experience in administration or related area
• Experience in event coordination and vendor management
• Experience in managing communication with variety of stakeholders with tact and sensitivity
• Experience managing documentation, generating reports and doing simple analysis
• Substantial experience working with office technologies including Microsoft Office (Word/Excel/PowerPoint etc.)

Pay

A reasonable estimate of the current salary range is $26.00 - $45.50 per hour for the role of Administrative Coordinator - Developmental Neurobiology.