Administrative Manager I - Event Planning

Responsibilities

• Seminar Series Management: Lead the coordination of the weekly division seminar series, including speaker invitations, scheduling, travel/lodging arrangements, trainee lunch coordination, and room/catering logistics.
• Internal Seminar Oversight: Facilitate the Friday Afternoon Seminar series, managing scheduling, internal communication, and day-of operational support.
• Anual Division Events: Plan and execute the Annual Division Retreat, including venue procurement, contract management, coordination of all logistics, and serve as the day-of onsite contact.
• Large-Scale Community Events: Coordinate division-wide celebrations, including holiday events and faculty award ceremonies.
• Symposium & Recruitment Support: Provide project management for the Weintraub Symposium and Postdoc Recruitment Symposia, handling speaker travel, registration systems, marketing materials, and program execution.
• Informal Seminar Support: Partner with Research Administrators (RA) to manage logistics for informal seminars, including room reservations, publicity, and catering.
• Administrative & Financial Operations: Budget Management: Act as the primary steward for specific division event budgets (e.g., Seminar/Education and Retreat funds), ensuring expenditures align with financial guidelines.
• Procurement & Compliance: Reconcile division event ProCards, manage speaker honorarium and reimbursement processes, and secure necessary event permits (e.g., banquet permits).
• Communication & Marketing: Create and disseminate promotional flyers, invitations, and event notifications across the division and Center.
• Content Management: Maintain and update the Basic Sciences Division website with current event information.
• Collaborative Support: Act as a backup for day-of event hosting and set-up; supervise and delegate specific task lists to the Administrative Coordinator I as needed.
• Supervision & Mentorship: Provide strong leadership and guidance to the Administrative Coordinator I. Delegate event-specific tasks, oversee workflow distribution, and provide day-to-day mentorship to ensure high-quality service delivery.

Qualifications

• Requires Bachelor’s Degree and three years of administrative management or relevant experience OR equivalent education/experience.
• Preferred Qualifications: 3+ years of experience in administrative management, event coordination, and/or project management, preferably in an academic or research environment.
• Proven ability to manage timelines, complex logistics, and multiple concurrent projects.
• Competence in budget tracking, expense reporting, and procurement processes.
• Excellent verbal and written communication skills; ability to interface professionally with faculty, high-profile guest speakers, and trainees.
• Experience with Microsoft Office Suite, survey tools (e.g., SurveyMonkey), and content management systems for website updates.
• Demonstrated ability to work effectively in a team, delegate tasks, and maintain strong cross-departmental partnerships.
• Strong supervisory skills with a proven ability to lead, mentor, and delegate to junior staff effectively.