Administrative Coordinator

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Two (2) full time years of professional related experience. Experience providing administrative support, including calendar management, coordinating schedules, travel, meetings, and logistics for internal and external stakeholders. Experience managing projects or programs/events from planning through implementation. Experience working collaboratively with diverse internal and external stakeholders. Proficiency with Microsoft Office Suite and/or Google Workspace

Preferred Qualifications:

Master's degree (foreign equivalent or higher). Experience managing programs in a university, research institution, nonprofit, or similar organization. Experience with program evaluation to include participant assessment, data collection and management.

Brief Description of Duties:

The position provides administrative support and project management for leadership in the Alan Alda Center for Communicating Science. The incumbent will provide high-level administrative support, including managing the calendar, travel, meetings, and correspondence. This position also provides central coordination and supports logistical operations for Center programs, meetings, and convenings. The project manager is responsible for tracking, curating, and synthesizing program and participant data; creating and maintaining databases for the Alda Center and affiliated SBU partners; and collaborating across units to drive continuous improvement and meet success metrics.

The successful candidate will be highly organized, proactive, resourceful, comfortable managing multiple priorities in a dynamic environment, and able to take ownership of complex projects from conception through completion. The position requires excellent judgment, discretion, attention to detail, and the ability to anticipate needs and follow through independently. The incumbent will interact regularly with the Center’s leadership, faculty and staff, University administrators, donors, external partners, speakers, vendors, and other stakeholders.

Duties:

Executive Administrative Support:

• Provide comprehensive administrative support for leadership, including calendar management, coordination of meetings and appointments, preparing correspondence, documents, agendas, meeting materials, coordinating domestic and international travel itineraries, processing travel-related documentation and reimbursements, maintaining files and records, monitoring requests and deadlines, and serving as a professional point of contact for stakeholders. Handle confidential information with appropriate discretion. Anticipate scheduling and logistical needs and proactively identify and address potential conflicts or issues.

Program and Project Management:

• Oversee the day-to-day project management of major Center initiatives and programs. Develop and maintain project plans, timelines, milestones, deliverables, and tracking systems; coordinate work across Center faculty, staff, and external partners; monitor progress and identify risks or potential delays; follow up on action items; and ensure program components are completed on schedule and aligned with established objectives.
• Develop processes and systems that support effective implementation, documentation, and continuous improvement of major programs.

Program Administrative Support:

• Provide administrative support for the successful operation of Center programs, meetings, workshops, retreats, conferences, and other activities.
• Prepare and organize materials, maintain program files, records, and information, and provide on-site administrative support when needed.
• Work collaboratively with other Alda Center program leads and staff to ensure successful program outcomes.

Database and Information Administration: