Business Coordinator

Department

PSD James Franck Institute: Administration and Staff

About the Department

The James Franck Institute (JFI) is the premier institute in the US for research at the intersection of physics, chemistry, and materials science. The research spans condensed matter physics, physical chemistry, synthetic materials chemistry, atomic, molecular, and optical (AMO) physics, geophysics, and biophysics. As one of the five interdisciplinary institutes of the Physical Sciences Division, it provides a stimulating environment for scientists of different disciplines to interact and aid each other's research and facilitates collaborations between pre- and postdoctoral researchers and mentors from different academic backgrounds. The intellectual environment in the Institute is further enriched by opportunities to interact with senior scientists, senior research associates, research scientists, and visiting scholars. An active colloquium and seminar series, as well as a more informal weekly bag lunch, stimulates information exchange. In an age where much cutting-edge research lies at the boundaries between traditional disciplines, the James Franck Institute fosters creative interdisciplinary work at the forefront of science.

Job Summary

The Business Coordinator will assist faculty in the institute with the organization and coordination of non-research operations in a key supportive role within the Institute. Responsibilities include close communication with faculty, students, and staff to ensure that research activities proceed smoothly as well as processing travel reimbursements, paying vendors, and supporting activities that further and enrich the institute’s research mission.

Responsibilities

• Manage departmental seminars, conferences, and workshops hosted by the department.
• Serve as a liaison for activities related to programs and initiatives, apprising the Department Manager and staff.
• Process and track financial transactions such as GEMS expense reports, reimbursements, and paying departmental invoices to vendors (using GEMS card, Oracle, etc.).
• Provides office management including ordering and troubleshooting office equipment and maintaining office supplies.
• Assist in the monitoring of the various financial and budgetary activities, including vendor contracts.
• In collaboration with colleagues, assists with employee onboarding and training as needed.
• Assist with the hiring and supervision of student staff.
• Performs both routine and complex assignments for the Institute, usually in the areas of finance, event planning, or support services, as well as special projects and related work as needed.
• Manage faculty calendars and travel itineraries if requested.
• Oversee the Institute faculty with timely and confidential submission of recommendation letters and letters of evaluation for members of the community to further their career progression.
• Manage the logistics of faculty outreach efforts when necessary.
• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:         

• A high school diploma or equivalent.

Experience:       

• Knowledge of MS Office (Word, Excel, PowerPoint).
• Experience with Google Drive, Google Calendar, and standard AV technology.
• Previous administrative experience.
• Experience working in an academic setting.

Preferred Competencies

• Strong attention to detail.
• Ability to work independently and as part of a team.
• Ability to communicate effectively, both verbally and in writing, and to compose effective and efficient reports and correspondence.
• Ability to maintain confidentiality.
• Ability to work