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.
- 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
- Perform any other duties or tasks as assigned or required.
- 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
- Previous work in a scientific research or academic setting is a
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
- 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.