Scientific Administrative Coordinator

Scientific Administrative Coordinator

Join our client, a leading research institution, as a Scientific Administrative Coordinator and become an integral part of a dynamic team supporting groundbreaking scientific work. This position offers a unique opportunity to contribute to the smooth operation of a prestigious organization dedicated to advancing knowledge in the field of astrophysics. If you thrive in an administrative role within a collaborative research environment, this opportunity is perfect for you.

Compensation
Hourly: $26–28/hr (temporary)
Annual Salary: $57,000–65,000 (permanent)

Responsibilities

• Offer comprehensive administrative assistance to scientists and staff, including managing calendars, organizing meetings, and supporting daily office functions.
• Facilitate travel arrangements both domestically and internationally for staff, visitors, and collaborators, ensuring all documentation and reimbursements align with institutional protocols.
• Organize workshops, seminars, and meetings by booking venues, preparing materials, and coordinating virtual conferencing tools.
• Act as a liaison with the Director’s Office to handle space management requests, office moves, and related logistical needs.
• Process facilities service requests, tracking repair and maintenance activities through institutional systems such as Presto.
• Support onboarding procedures for new staff and visitors by transmitting necessary paperwork and managing related administrative tasks.
• Oversee office supply management, ensuring inventory levels are maintained and orders are fulfilled promptly.
• Draft, edit, and distribute official correspondence and documents, ensuring clarity and accuracy.
• Maintain organized electronic and hard copy files in accordance with institutional standards.
• Serve as the welcoming point of contact for visitors and external inquiries, providing essential information and directing requests efficiently.
• Perform clerical duties such as filing, scanning, mailing, and recordkeeping to ensure smooth operations.
• Complete additional administrative responsibilities as needed to support team objectives.

Requirements

• Proven knowledge of administrative procedures and office management within a research or academic environment.
• Strong organizational skills with a keen eye for detail and excellent communication abilities.
• Experience in scheduling, travel coordination, and managing office records.
• Familiarity with institutional administrative platforms and procedures, especially for facilities requests and maintenance tracking.
• Demonstrated ability to work independently while following guidance from supervisors.
• A minimum of a high school diploma; an associate’s or bachelor’s degree is preferred.

Our Commitment to Inclusion & Belonging
The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.

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