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Administrative Coordinator

Brown University
Rhode Island, United States
Salary Not Specified
Posted Date
Sep 27, 2023

Founded in 1764, Brown is a leading institution for education, discovery, and global intellectual progress as well as one of the largest employers in Rhode Island. Working at Brown brings more than just a paycheck and generous benefits; it offers an opportunity to contribute to a greater good. Join us in supporting the pursuit of knowledge and individual growth that defines higher education and enriches our community.

Job Description:

Provide research and academic administrative support to faculty, appointees, staff, and students in the School of Engineering (SoE). Responsible for coordinating the purchasing of scientific laboratory equipment, course, and office supplies from external vendors with a purchasing card (Pcard) and through the Brown Buys Marketplace, the University’s online purchasing catalog. Transactions initiated via Workday include travel and purchase reimbursements, purchase orders, credit adjustments for returns, Pcard allocations and computer purchases. Process Professional Service Agreements (PSA), software licenses, and all other contracts through the Brown Contract Management System (BCM). Process Internal Purchase Requisitions (IPR) for faculty, postdoctoral fellows, staff, and students. Coordinate and reconcile monthly financial transactions and maintain accurate records. Coordinate logistical support for weekly seminars, workshops with multiple attendees, breakout session coordination, and other academic events (i.e. hospitality arrangements and travel reimbursements for visitors and presenters following government guidelines for international visitors). Coordinate course materials for faculty through Canvas. Provide administrative and general office support services for the School and assist in projects as needed. Schedule various meetings using different software upon request.

Major Responsibilities:

- Assist faculty, postdocs, students and staff with purchasing and financial expenditure coordination, preparation and processing of University-related activities, documentation and correspondence.

- Assist with the coordination and preparation of course-related activities and materials.
- Coordinate seminar series across six research areas during the academic year.

- Assist with periodic administrative activities.

Job Qualifications

Education and Experience
  • Associate's degree with a minimum of 2-3 years of related administrative experience, or equivalent combination of education and work experience.
  • Experience in an academic or non-profit setting preferred.
  • Prior financial experience preferred.
Job Competencies
  • High level of computing proficiency with a skilled working knowledge of word processing, spreadsheet applications, and Internet browsers.
  • Excellent administrative, customer service and organizational skills with the ability to work independently and with a team.
  • Excellent communication and interpersonal skills, plus ability to maintain confidentiality.
  • Ability to organize and prioritize workload in a multi-task environment while maintaining careful attention to detail.
  • Ability to research, analyze and summarize information.
  • Ability to work under pressure and exercise tact, discretion, judgment and ability to prioritize task completion.
  • Ability to effectively support and serve a diverse population and handle confidential information with discretion.
  • This position requires a strong commitment to promoting diversity and inclusive campus community.
  • Emphasis on accuracy when working with numbers.
  • Ability to be cross trained to distinguish between the University's Office of Sponsored Projects federal grants, non-federal grants, Gift Accounts and University funded accounts.
  • Maintain knowledge of University and various funder policies and procedures as they relate to purchasing, travel, and reimbursements.
  • Maintain an ongoing knowledge of evolving rules across areas; Controller’s Office including travel for grants and university funded sources, foreign nationals’ requirements, annual spending guidelines, and preferred vendor information, SoE Research, SoE Finance, Brown Buys, Brown Contract Management, PSA’s. Extensive correspondence with many offices
Please include a cover letter in the attachments section when submitting an application.

Criminal and education background check.

Recruiting Start Date:


Job Posting Title:

Administrative Coordinator


School of Engineering


Grade 8

Worker Type:


Worker Sub-Type:


Time Type:

Full time

Scheduled Weekly Hours:


Position Work Location:

Hybrid Eligible

Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Still Have Questions?

If you have any questions you may contact .

EEO Statement:

Brown University is an E-Verify Employer.

As an EEO/AA employer , Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.

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