Administrative Coordinator

Summary

Brown University is seeking an Administrative Coordinator to provide operations support to the Swearer Center community. The role involves processing financial transactions, supporting event planning, and planning logistics for staff and student travel, while also serving as a liaison with internal offices and external constituents.

Responsibilities

• The Administrative Coordinator provides operations support to the Swearer Center community of students, staff, faculty and community partners
• Reporting to the Center’s Senior Director of Community Engagement, the position supports Swearer Center programs and daily operations by processing financial transactions, supporting event planning, and planning logistics for Swearer staff and student travel
• This position plans and executes center-wide annual events and monthly programming-related events by the Swearer Center
• The position will serve as a liaison with relevant internal Brown offices (e.g., Financial Operations of the Office of Financial Strategy & Planning, Event Operations, Office of Information Technology, Facilities Management, etc.), and external constituents (e.g., guest speakers and vendors)
• The position supports building maintenance, inventory and supply ordering, provides front-desk reception, and works as a member of the operations staff to maintain and improve the Center’s operational processes
• The position also provides operational support to the Office of Community Engagement

Skills

• Bachelor's degree with 1-2 years of related experience or equivalent combination of education/experience
• Excellent organizational, administrative, and time-management skills and strong attention to detail
• Ability to efficiently manage multiple tasks with competing priorities
• Ability to work independently and as part of a collaborative team
• Ability to take initiative and prioritize in a fast-paced environment while anticipating emerging needs of the organization
• Strong solution and system orientation
• Excellent interpersonal/communication skills
• Ability to interact professionally with multiple audiences and people from diverse backgrounds
• Ability to handle confidential or sensitive materials with discretion
• Ability to work nights and weekends and other flexible hours, as needed
• Flexibility to handle emergency needs
• Administrative experience in an academic or higher education setting preferred
• Experience processing financial transactions (reimbursements, purchase orders, etc.) preferred
• Experience with event planning preferred
• Experience with calendar management or executive support preferred
• Excellent technical skills in word processing, spreadsheet/database and email applications (Google environment including mail, calendar, drive); experience with project management systems (e.g, Basecamp) and other IT or financial systems (e.g., Workday) preferred

Qualifications

Must Haves

• Bachelor's degree with 1-2 years of related experience or equivalent combination of education/experience
• Excellent organizational, administrative, and time-management skills and strong attention to detail
• Ability to efficiently manage multiple tasks with competing priorities
• Ability to work independently and as part of a collaborative team
• Ability to take initiative and prioritize in a fast-paced environment while anticipating emerging needs of the organization
• Strong solution and system orientation
• Excellent interpersonal/communication skills
• Ability to interact professionally with multiple audiences and people from diverse backgrounds
• Ability to handle confidential or sensitive materials with discretion
• Ability to work nights and weekends and other flexible hours, as needed
• Flexibility to handle emergency needs

Nice to Haves

• Administrative experience in an academic or higher education setting preferred
• Experience processing financial transactions (reimbursements, purchase orders, etc.) preferred
• Experience with event planning preferred
• Experience with calendar management or executive support preferred
• Excellent technical skills in word processing, spreadsheet/database and email applications (Google environment including mail, calendar, drive); experience with project management systems (e.g, Basecamp) and other IT or financial systems (e.g., Workday) preferred

Benefits

• Position Work Location: Hybrid