Office Coordinator

About the role

The Department of Ecology and Evolutionary Biology (EEB) seeks an office coordinator to provide a high level of administrative support to the department. Reporting to the department manager, the administrative office coordinator is primarily the first point of contact for staff, students, postdoctoral researchers and visitors. While managing multiple and competing deadlines, this position supports a group of 5–6 faculty members in their academic, teaching and research efforts; supports the department manager; serves as a mentor and resource for staff, students, visitors, and postdoctoral researchers on policy and procedural issues; assists with faculty lab setup and ongoing support; manages event planning for symposiums and conferences including outreach materials and travel arrangements; coordinates internal departmental on-boarding and off-boarding processes; and assists in special projects as needed.

Responsibilities

• Provide high-level support to a group of 5–6 faculty members in their academic, teaching, and research efforts, including managing multiple faculty calendars; scheduling appointments and meetings; planning and organizing domestic and international travel for faculty and associated lab members (visitors, postdoctoral students, graduate students, undergraduate students); assisting with visa-related issues and scientific research permits; assisting in the preparation of grant proposals and grant progress reports (maintaining and updating CVs, biosketches, and other support documents); providing editorial support on research publications, manuscripts, and bibliographies; assisting in academic and teaching duties (managing course information in Canvas, preparing necessary correspondence); and coordinating and processing IACUC protocol submissions/renewals.
• Provide guidance to staff, students, and research assistants on University and departmental policy; serve as first point of contact and mentor to resolve procedural issues and questions.
• Assist the Department manager with team building, strengthening relationships, and special projects.
• Coordinate seminars, lectures, colloquiums, and events, including monitoring the event budget; reserving rooms; ordering food; arranging travel for speakers and guests (ensuring travel is optimized and efficiently coordinated); advertising events; preparing and circulating materials; and troubleshooting problems as they arise.
• Assist in on-boarding and off-boarding processes: serve as first point of contact for new employees and visitors; provide on-boarding support prior to arrival, welcome upon arrival, and coordinate with relevant administrative staff for a seamless transition; coordinate off-boarding processes prior to departure.
• Assist with faculty lab setup and provide ongoing support.
• Assist in special projects as needed.

Qualifications

Essential Qualifications:

• Bachelor's degree and equivalent work experience of 5+ years.
• An analytical and data-informed approach to problem-solving and decision-making.