Cresst II Administrative Coordinator
Job Description
POSITION TITLE: CRESST II Administrative Coordinator
REPORTS TO: Director of Space Science and Technology Programs
POSITION SUMMARY:
Under the day-to-day supervision of the CRESST II Program Manager, the Program Administrative Coordinator handles the delivery and tracking of program activities and resources, including program transactions, records, files, and databases; performs a variety of general program support and reporting functions, including responding to inquiries and collecting, assembling, and distributing information; produces internal and external communication materials including formatting, proofreading, copying, packaging, and distributing.
To be considered for this role, please submit your resume and cover letter to hr@sura.org.
MAJOR RESPONSIBILITIES:
- Maintain lists.nasa.gov e-mail exploders for CRESST II and partner employees.
- Arrange appointments, as requested, for CRESST II Director, Program Manager, Associate Directors and CRESST II Business Managers.
- Maintain office equipment and supplies needed for CRESST II Central Office.
- Maintain office F&E inventory.
- Provide back up to CRESST II Central staff in handling badges for one-day visitors.
- Ensure rapid delivery of outgoing mail to partner institutions and maintain mail log.
- Assists CRESST II Central will all required program reports, including conducting a quarterly publication search for all scientists to be input into quarterly reports.
- Maintain the CRESST II LinkedIn page, with posts occurring 1-2 times per week, and assisting the content collection for the CRESST II website.
- Manage the CRESST II Scientist of the Month program.
- Assist with requirements and administration of meetings, seminars, and colloquia.
- Assist in CRESST II recruitments by collecting applications and maintaining records. Coordinate interview travel or calls for short-listed applicants, as required.
- Assist in organizing Board meetings, all-hands meetings, administrative team meetings, the December holiday party, CRESST II program events, and the CRESST II Annual Retreat.
- Assist in coordinating the CRESST II Summer Internship program alongside the Special Programs Manager.
- Assist CRESST II staff with visitors, as well as record-keeping, as requested.
- Assist Special Programs Manager in researching, pricing, and the reimbursement of travel for Special Programs
- Assist in other activities as assigned.
WORKING RELATIONSHIPS:
- CRESST II Director, CRESST II Program Manager, and SURA Director of Space Science and Technology Programs: receive work assignments and priorities.
- CRESST II Program Staff: coordinate daily activities of the CRESST II Central Office. Provide back-up and support to Program Manager and program staff.
DECISION-MAKING AUTHORITY/ORGANIZATIONAL IMPACT:
- Works within established program requirements and SURA policies and procedures with the latitude to organize workflow as appropriate in support of the CRESST II Central Office.
- Offers procedural recommendations to CRESST II and SURA management to improve coordination between SURA internal controls, the CRESST II Central Office, and CRESST II scientists.
EDUCATION:
- Associate’s degree or equivalent combination of training and 1-3 years of experience in customer service or related field.
TYPE AND AMOUNT OF SKILLS AND EXPERIENCE:
- Proficiency with office automation and other office technologies. Excellent knowledge of software applications including Microsoft Office suite, e-mail applications, and database management. Working knowledge of web-based applications and accessibility.
- Excellent verbal and written communication skills, including spelling, punctuation, and grammar. Attention to detail and accuracy essential.
- Strong interpersonal skills and adaptability, well organized. Demonstrates initiative with a customer service orientation.
- Ability to multi-task and take direction from multiple people.
- Experience and demonstrated ability to perform office support activities, including planning, organizing, and facilitating activities with internal staff and external stakeholders.
- High degree of integrity, professionalism, and discretion when working with confidential or business-sensitive materials.
- Experience in a scientific, educational, or R&D organization is desirable.
To be considered for this role, please submit your resume and cover letter to hr@sura.org.
SURA is an equal opportunity employer. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, creed, national origin, citizenship status, age, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), sexual orientation, marital or domestic partner status, physical or mental disability, medical condition, genetic information, United States military or veteran status, low-income status, or any other characteristic protected by federal, state, or local laws.