Administrative Coordinator, CCA

Administrative Coordinator, CCA

The Center for Computational Astrophysics (CCA) is currently seeking an administrative coordinator to join the team in collaboratively managing the financial, clerical and administrative operations of the center. The coordinator will be trained in administrative support appropriate to the role and will be expected to work closely and cooperatively with other admin team members and with the center's senior scientific leadership. The coordinator will be vital in creating a welcoming, supportive, and productive atmosphere for the center itself. This position is a full-time position based on-site at the Simons Foundation's New York City offices with an anticipated start in June of 2025. Individuals are required to be on site 4 days a week (on occasion, this position will require on site presence all 5 days). Visit the Simons Foundation career page to learn more.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• 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 CCA's scientific leadership including onboarding new staff, scheduling meetings for staff and candidates, preparing and reviewing expense reports, and coordinating visits by guests and potential new group members.
• Serve as liaison or main point of contact between staff and CCA 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 departmental welcome slide deck, email and contact lists.
• Take proactive responsibility for organizing assigned events and making travel and conference arrangements in conjunction with the Events Team.
• Assist with planning and executing meetings and workshops including polling for availability, collecting meeting materials, ordering catering, coordinating internal calendars and maintaining the center's contact lists.
• Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS

Education

Bachelor's degree preferred

ExperienceAt least 2 years of experience in high-level administrative support

• Previous experience coordinating travel, handling complex calendars for various high-level personnel and scheduling and hosting events is a plus.
• Previous work in a scientific research or academic setting is a plus.

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 skills.
• Familiarity with Google Sheets and Microsoft Office (Excel, Word, PowerPoint) in Mac OS environment.
• Resourcefulness and good judgment are required, with a willingness to take responsibility and the ability to work professionally with minimal oversight.
• Ability to interact with a diverse population and a can-do spirit to help create a team culture.
• Ability to maintain a high level of confidentiality and discretion.
• Must be willing and able to work occasional evenings and on rare occasions, weekends, for assigned events.

REQUIRED APPLICATION MATERIALS

Please submit a resume and cover letter describing your interest in the position.

COMPENSATION AND BENEFITS

The full-time annual compensation range for this position is $65,000 - $70,000, depending on experience.

• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

Our Commitment to Expanding Pathways to Science & Opportunities for All: Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences. The Simons Foundation is committed to advancing basic science and mathematics to benefit humankind and expand our collective understanding of our world. As part of our mission, we support partners, programs, and initiatives that seek to broaden the scientific community and open pathways to science and mathematics careers. The Simons Foundation provides equal opportunities to all applicants without regard to race, religion, color, age, sex, pregnancy, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law. To apply, please visit: https://simonsfoundation.wd1.myworkdayjobs.com/en-US/simonsfoundationcareers/job/Administrative-Coordinator--CCA_R0001883 jeid-8853eddd95991543a87d179c69e57118