Overview

The Flatiron Institute is currently seeking two full-time Administrative Coordinators to support the Center for Computational Neuroscience (CCN) and the Center for Computational Quantum Physics (CCQ), respectively. These coordinators will be responsible for assisting with the financial, clerical and administrative operations of their centers.

CCN’s mission is to develop models, principles and conceptual frameworks that deepen our knowledge of brain function — both in health and in disease. CCQ is a leading international center for the study of equilibrium and non-equilibrium many-body quantum systems, with applications to condensed matter physics, materials science, chemistry and related fields.

The Administrative Coordinators will be trained on all aspects of administrative support appropriate to the role and will be expected to work closely and cooperatively with other administrative team members and senior scientific leadership. Coordinators will have an integral role in developing and implementing their respective center’s policies and procedures, and will be vital in creating a welcoming, supportive, diligent atmosphere for the center itself. These individuals will coordinate the activities of a vigorous research program, including supporting the day-to-day needs of center scientists and guests, planning visitor itineraries, arranging guest travel, processing reimbursements and managing event venue logistics for frequent seminars and workshops.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

  • Serve as one of the first points of contact for scientists and guests, fostering and building good working relationships, both internally and externally — the coordinator must be able to work well with a variety of people.
  • Provide administrative support to center scientific leadership including scheduling meetings, preparing expense reports, ordering books and research supplies, and coordinating visits by external guests and potential new group members.
  • Serve as liaison or main point of contact between staff and center visitors and guests, including but not limited to making travel arrangements and coordinating schedules, as well as supporting guests during their visit.
  • Update and maintain the center’s various communications channels, including the public website, the center’s intranet (Wiki), publication list (using BibTex), email group lists, welcome slide deck, etc.
  • Take proactive responsibility for the coordination of the center’s team activities within and outside of the Simons Foundation/Flatiron Institute, including effectively maintaining calendars, scheduling appointments and making travel and conference arrangements in conjunction with the Events Team.
  • Assist with planning and executing group and project meetings, seminars, workshops, center-wide and group-specific team building events, and center-wide retreats including polling for availability, collecting meeting materials, ordering catering, coordinating internal calendars and maintaining the center’s contact lists.
  • Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS

Education

  • Bachelor’s degree

Experience

  • Minimum of 2 years of experience in high-level administrative support, including project management.
  • Minimum of 2 years of experience coordinating travel, handling complex calendars for various high-level personnel, scheduling, hosting events and handling confidential information is necessary.
  • Previous work in a scientific research or academic setting is a plus.

Related Skills & Other Requirements

  • Consistent accuracy, careful attention to detail and the ability to organize many complex assignments and activities simultaneously are required.
  • Excellent interpersonal, verbal and written communication skills.
  • Familiarity with word processing, spreadsheet and database software in a Mac OS environment; familiarity with basic coding helpful but not required.
  • Previous experience with cloud-based applications like Google apps, DropBox and Concur.
  • Must be willing and able to work occasional evenings.
  • Resourcefulness and good judgment are required, with a willingness to take responsibility and the capacity to function well with minimal oversight.
  • Ability to interact with a diverse population, as well as a can-do spirit to help create a team culture.

REQUIRED APPLICATION MATERIALS

  • Please submit a résumé and cover letter stating your interest in the position.

THE SIMONS FOUNDATION’S DIVERSITY COMMITMENT

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.

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