Administrative Coordinator

Job Description

This position will provide senior level administrative support to the Laboratory’s Technology Transfer Office (TTO). The primary responsibilities are to manage complex office schedules and to prioritize time-critical matters. This role will be responsible for the coordination, planning and execution of high-level VIP and industry partner meetings. Will arrange travel with Concur, process expense reports, and be a resource/support for all members of the office.

It will also include supporting special projects that require a certain level of focus and review. Will assist the group with collecting, analyzing, and creating data report, managing contacts and file systems, and will be expected to utilize all available Laboratory administrative procedures, resources, and services to accomplish tasks as needed.

Will order supplies, enter and track purchase orders via SRM, and make PCard purchases with budget authority limitations and use software to create official correspondence, briefings, spreadsheet, and PowerPoint presentations as required. 

Requirements:

A minimum of 5 years of directly related office experience is required.  An A.S. or B.S. degree is a plus.  An equivalent combination of experience and education will be considered. 
Strong computer skills - proficiency with Microsoft Office Suite (Word, Excel, PowerPoint and Outlook), collaboration platforms (Teams, Zoom), and electronic document management systems such as SharePoint and Confluence;
Familiarity with Enterprise Resource Planning software (SAP/SRM, CRM, HCM) and receptive to learning new digital skills, including internally built web applications;
Demonstrated attention to detail and ability to balance priorities among multiple, complex, and concurrent tasks;
Outstanding communication, interpersonal, and creative problem-solving skills;
Prior experience in business practices or Entrepreneurship programs highly valued.

Responsibilities:

Provide a range of administrative support: maintaining/monitoring electronic calendars, maintaining supplies, executing procurement-card purchases, preparation of presentation materials, managing filing systems, organizing contacts, and execution of internal administrative submissions/processes,
Facilitate the distribution of information and resources managed by the TTO
Support logistics for special events (catering, facility reservations, IT, shipping, visitor registration, transportation, and parking), including an annual TTO symposium, coordinate travel itineraries (airline, hotel, conference registration, conference room booking, ground transportation) and subsequent processing of expense vouchers using the Concur application,
Assist on-boarding and orientation of new hires (workspace, scheduling onboarding meetings, welcome activities, system requests, etc.),
Initiate new projects, including organizing databases and creating efficient filing and retrieval systems for materials across diverse topic categories.
U.S. citizenship
Ability to obtain and maintain a security clearance