Department Coordinator, Schneider Institute

About the role:

In this role you will support administrative and budget activities that include things such as: expense reporting, supply ordering, procurement, and direct support for the Director. You will also manage communications activities such as: website updates, event support, newsletters, and meeting scheduling/note taking.

Key Responsibilities:

• Supports Institute financial team, reporting to budget/operations administrator and Director, interfacing with faculty and staff to process purchasing/supply requests, payments, expense reports
• Schedules and handles planning and summary of Institute meetings, including meeting notes, agendas and distribution of related documents
• Works under supervision of institute leadership to foster communication in areas such as: web, email, social media, and coordinate with other staff working on project and school related communications
• Supports Schneider event planning and execution--symposia, lectures, special events
• Provides general directors support--PowerPoints, copying/printing, routine correspondence

What You Bring:

Education

• High School diploma or GED required
• Associate’s or Bachelor’s degree preferred

Experience

• 1–3 years of administrative or coordination experience
• Experience in higher education preferred

Technical Skills:

• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Experience with collaboration tools such as Google Workspace, Zoom, Box, or similar platforms
• Familiarity with calendar management systems
• Budget tracking or financial monitoring experience is helpful
• Experience with invoice processing (COUPA) and Workday is helpful

Core Competencies:

• Strong organizational and time-management skills
• Excellent written and verbal communication
• Professional judgment and discretion
• Detail orientation with ability to manage multiple deadlines
• Familiarity with basics of work in a research and education environment
• Basic skills creating templated documents, proofing correspondence, developing creative and factual communications centered on research projects and office operations.

Working Environment

This position an on-site in Waltham, MA.

This position will be exclusively represented by the Service Employees International Union (SEIU), Local 888 for purposes of wages, hours and other terms and conditions of employment.