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Administrative Coordinator

The Concord Consortium, a nonprofit educational R&D organization based in Concord, MA, is looking for a well-organized administrative coordinator who cares about science education and is looking for an interesting entry-level opportunity.
As an Administrative Coordinator at the Concord Consortium (http://concord.org), you will work closely with the Finance & Administration team and the CEO to organize and manage consultant agreements, travel reports and facilities, and to provide administrative support and customer service to a small, busy office of project managers, software engineers and curriculum developers. We're looking for a team player who is excited to work in a stimulating, technology-rich environment to help make a difference in education.
SPECIFIC RESPONSIBILITIES
The Administrative Coordinator will assume responsibility for a wide range of administrative duties, including:
  • Creating and managing consultant agreements. Working closely with project managers and consultants to create agreements, obtain necessary approvals and tax information, maintain up-to-date consultant database and paper files, and provide billing information to accounting
  • Coordinating consultant travel preparation, including providing pertinent travel guidelines to consultants, collect and organize travel documentation and receipts, review and approve consultant travel expense reports and ensure expenses are allowable and applicable.
  • Managing building facilities, including contacting the landlord and service providers as needed, keep office environment in good order, and assist in the coordination of office moves.
  • Answering main phone line and door buzzer, and receiving and distributing mail and packages.
  • Assisting with grant, subgrant and human resources management.
  • Assisting with grant proposal development, including writing and data entry.
  • Assisting the CEO with scheduling and general support.
  • Assisting with planning and coordinating company-wide conferences, workshops, bi-annual Board of Trustees meetings, retreats, and social gatherings.
  • Understanding office policies and procedures, including federal grant policies, and ensuring compliance with these policies and procedures.
  • Teaming with administrative, IT, and research staff in diverse ad hoc meetings and small projects as needed.
  • Ensuring that appropriate documentation is organized and complete.
  • Assisting with various accounting tasks such as purchasing, collecting back-up documents for business transactions and filing.
QUALIFICATIONS
Required
  • A minimum of 2-3 years of work experience in administration
  • Strong, very detail-oriented organizational skills
  • Strong interpersonal skills, customer service orientation, and ability to reconcile differing viewpoints
  • Ability to prioritize, multi-task, and consistently meet deadlines
  • Excellent verbal and written communication skills
  • Creative problem solving skills, especially in collaborative settings
  • Proficiency with Microsoft Office Suite, Adobe Acrobat and Filemaker Pro; an ability to learn new software programs quickly
Extremely Useful
  • Bachelor's degree
  • Experience in grants administration, especially National Science Foundation grants
  • Experience in a non-profit organization
  • Fastlane and Grants.Gov electronic proposal submissions experience
The successful candidate will be required to work on site and must be authorized to work in the United States. The Concord Consortium is an EEO employer. It does not discriminate on the basis of sex, age, race, religion, handicap, national original, sexual orientation, or veteran's status.

How to apply

Please send your resume and cover letter to:admincoordinator@concord.org