Established in 1981, the Gerald J. and Dorothy R. Friedman School of Nutrition Science and Policy is the only graduate and professional school of nutrition in North America. Its mission is to improve the nutritional well-being of people worldwide through:
the creation of new knowledge
the application and dissemination of evidence-based information and
the education and training of future leaders in the field
The faculty coordinator performs a wide range of complex administrative duties that support teaching, research, advising, travel, and related activities for a portfolio of faculty members in the Friedman School. This work includes day-to-day activities such as managing calendars, arranging travel, coordinating events, and general administrative support across the needs of the school and between multiple staff members and constituencies. The coordinator also provides administrative and project support to the Executive Administrative Dean and the Director of Business Operations.
Point of Contact
Acting as a central source of information, problem solving, guidance and explanation of policies and procedures for faculty
Coordinating with contacts across the school/university, collaborators, and external contacts
Receiving and directing visitors
General
Updating CVs, bios, and bibliographies, faculty web profiles, Elements profile, and assisting with portions of annual faculty review form
Drafting, producing, proofreading, formatting, and/or editing reports, documents, presentations, tables, and/or spreadsheets; creating and distributing surveys, compiling and analyzing results
Coordinating meetings and related logistics and travel arrangements; initiating and responding to doodle polls and requests for availability
Preparing award nominations and submissions
Preparing and distributing agenda, attending meetings, taking and distributing minutes, following up on action items
Developing and maintaining filing systems and records
Ordering computers, software, business cards, supplies
Processing incoming and outgoing mail
Financial
Processing transactions and reimbursements, reconciling travel card and purchasing cards, tracking expenses
Acting as liaison between faculty and financial staff for transactional questions, preparing basic projections and/or budgets, assisting with preparation of grant proposals
Courses
Drafting, producing, proofreading, formatting, and/or editing reports, documents, presentations, tables, and/or spreadsheets for courses
Updating syllabi and course websites; tracking grades
Locating books and articles, placing library materials on reserve
Acting as liaison to teaching assistants and students
Coordinating logistics for guest speakers
Research
Proofreading, formatting, and/or editing reports, documents, presentations, tables, and/or spreadsheets; editing and proofreading early and final drafts of to-be-published papers; formatting articles and manuscripts for publication according to publisher’s specifications; submitting abstracts
Updating Friedman School-related research websites
Assisting with logistics for presentations, conferences, and panels
Communicating with external collaborators and points of contact
Conducting online research and literature reviews; retrieving research resources; gathering and organizing data
Assisting with IRB submission and tracking
Divisions/Programs
Updating elists and division/program webpages
Attending division faculty meetings, taking and distributing minutes, following up on action items, preparing agenda, tracking information
Coordinating meetings and lunches
Events
Supporting workshops, conferences, seminars, and colloquia: reserving rooms, ordering catering, sending notifications and reminders, tracking responses, distributing publicity materials, and managing other logistics
Acting as liaison to guests/speakers prior to event; receiving and directing guests/speakers
Student Advising
Editing, proofreading, and submitting reference letters
Liaising between faculty and students
Hiring
Students and temps: Advertising, arranging interviews, preparing offer letters, facilitating appointment processing with finance office, facilitating appointment extensions and related letters
Postdocs: Advertising, arranging interviews, preparing offer letters, facilitating appointment processing with TSS, coordinating with Office of Faculty Affairs, acting as liaison to International Center for visa applications, facilitating new employee onboarding
Staff: Assisting with recruiting processes including coordinating with HR, screening applications, arranging interviews, communicating on behalf of faculty member, acting as liaison to International Center for visa applications, facilitating new employee onboarding
Other
Provides administrative support for special projects and initiatives led by the Executive Administrative Dean and/or Director of Business Operations.
Accomplishes related duties and takes on new responsibilities in response to changing needs. Learns new software and systems as needed. Participates in team meetings, trainings, and activities for staff. Provides back-up support for other staff as needed.
Qualifications
Basic Requirements:
College degree and a minimum of 3 years experience working in a support staff role is required, including relevant experience in an office environment or supporting faculty or executives. Experience supporting multiple supervisors strongly preferred.
Excellent communication and customer service skills. Strong attention to detail, accuracy, and proofreading ability.
Excellent time management and organizational skills, and the ability to reprioritize as needed in a fast-paced environment. Must be able to work with interruptions, adapt to change, and respond quickly to last minute requests and changes to calendars, schedules and/or travel.
Ability to work independently with minimal supervision, make appropriate adjustments to work flow and ability to manage multiple projects simultaneously, demonstrate initiative and solve problems, and elevate issues as appropriate. Strong work ethic, follow-through, proactive approach to work, and dependability essential.
Competency using a variety of computer applications, especially Microsoft Word and Excel. Must possess the ability to learn and adapt to new systems and software quickly.
Solid working knowledge of basic financial concepts preferred.
An employee in this position must complete all appropriate background checks at the time of hire, promotion, or transfer.
