"Administrative Coordinator - Communication Neuroscience Lab"

Job Details

Administrative Coordinator - Communication Neuroscience Lab

The Communication Neuroscience Lab (CNLab) in the Annenberg School of Communication is looking for an Administrative Coordinator. Working closely with the Senior Lab Manager, the Administrative Coordinator will help plan labwide meetings and teambuilding events, assist with travel arrangements for the lab's Director, prepare for project-specific meetings and reports, and support the day-to-day operations of the lab as a whole.

The Communication Neuroscience Lab in the Annenberg School of Communication is an interdisciplinary group of 15+ researchers who focus on catalyzing communication that increases human health and happiness and reduces human suffering by gaining insight into how people coordinate, bond, and influence one another. Our current research projects span different fields, such as climate communication and action, health communication, and social psychology.

We believe that our science is better with a diverse team. We embrace and encourage our lab members' differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our lab members who they are.

Part of having a large, diverse team means we need someone responsible for tracking large amounts of organizational information, staying on top of multiple tasks at once, and planning in advance to make sure things run smoothly. Our ideal coordinator has a strong eye for detail, a desire to support team cohesion by planning organizational and social activities, and an eagerness to gain administrative experience while facilitating meaningful research in a supportive, cross-functional team.

RESPONSIBILITIES:

• Provide overall support to the lab's Director, Dr. Emily Falk, which may include: managing busy schedules, making travel arrangements, and copy-editing and formatting formal documents like recommendation letters and grant submissions.
• Coordinate with team members and external collaborators to organize lab-wide or project-related meetings. This may involve managing shared calendars, scheduling meetings, sending reminders, drafting agendas, taking notes, and assisting with progress reports.
• Serve as the initial lab contact person by answering incoming emails to the lab, directing inquiries to appropriate lab members, and drafting various communications to outside individuals, such as collaborators, funders, prospective students, and local community members.
• Plan and coordinate lab social and team-building events, which can involve coordinating catering, making reservations, ordering or picking up supplies, and preparing activities. We are passionate about making time for joy, and you can help make it happen!
• Document financial transactions including (but not limited to) travel reimbursements, payments to vendors, and purchases for the lab.
• Enter information on incoming and graduating lab members, ongoing projects, and new publications into existing systems/databases. Use this information to update the lab website, craft posts for lab social media accounts, Dr. Falk's CV, grant reports, and our annual center report to the Dean of ASC.
• Assist with onboarding and offboarding of lab members, and coordinating with other departments to ensure access to facilities, technology, documentation, and other resources.
• Depending on the interests and previous experiences of the coordinator, this position also has the potential to include other administrative parts of the research process, such as: updating study documentation, testing surveys, IRB management, and tracking participant payment. (Note: Experience with/interest in experimental research is a welcome bonus, but not a requirement for application.)

Qualifications:

Required:

• BA/BS with at least 1-2 years of related experience or H.S. Diploma or GED Required with at least 5-7 years of related experience, or equivalent combination of education and experience.
• Experience providing administrative support
• Comfort using Google Suite Applications (e.g., Calendar, Docs, Sheets)
• Superb attention to detail
• Highly organized, responsible, and reliable
• Excellent with time management (balancing multiple tasks at once, prioritizing, and holding oneself accountable to meet deadlines)
• Ability to work independently, as well as in a team
• Strong interpersonal skills, including both written and oral communication
• Willingness to learn how to use new online tools and software for scheduling, productivity, management, social media, and/or research

Strongly Preferred:

• Past experience providing administrative support in a college, university, or other research-intensive settings
• With calendar management (e.g., as an executive assistant) or group scheduling with a team of 10+
• With tracking information with spreadsheets, databases, and/or project management software
• Someone who is proactive (identifies and addresses potential future challenges before they arise)
• Self-identifies as 'a planner'

Would Be Great:

• Highly experienced with using one or more Google Suite Applications (e.g., setting up filters and message templates/canned messages in Gmail, using appointment slots and repeating events in Google Calendar, using formulas, content validation, and conditional formatting in Google Sheets [or Microsoft Excel], using Theme Builder in Google Slides [or Slide Master in Microsoft Powerpoint])
• Experience with: Travel and expense report tools like Concur; Notion (or other project management software), Slack, RedCAP, Qualtrics, Box/Dropbox, Paperpile (or other citation management platforms), and/or Adobe Acrobat; Event planning (e.g., scheduling, arranging catering, making reservations for large groups); Experimental research, especially research with human participants; Running online studies through recruitment platforms such as mTurk or Prolific; Citation management or IRB management

Job Location - City, State: Philadelphia, Pennsylvania

Department / School: Annenberg School for Communication

Pay Range: $20.45 - $25.00 Hourly Rate