Administrative Coordinator -Washington Dc

The Geological Society of America seeks to hire an Administrative Coordinator – Washington D.C.

The Geological Society of America is seeking an Administrative Coordinator to join our Team!

About Us

The Geological Society of America (GSA) (https://www.geosociety.org) unites a diverse community of geoscientists in a common purpose to study the mysteries of our planet (and beyond) and share scientific findings. Members and friends around the world, from academia, government, and industry, participate in GSA meetings, publications, and programs at all career levels to foster professional excellence. GSA values and supports inclusion through cooperative research, public dialogue on earth issues, science education, and the application of geoscience in the service of humankind.

GSA is an Equal Opportunity Employer, and GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business organization and are valued for their skills, experience, and unique perspectives. This commitment is embodied in our organizational policies and the way we do business at GSA, and it is an important principle of sound business management. Please see GSA’s Commitment to Diversity.

The Job

As the Administrative Coordinator - Washington D.C. plays a crucial role in providing comprehensive administrative support within the Washington, DC office, primarily reporting to the Director of International Programs and offering substantial assistance to the Executive Director/CEO, especially during their DC visits. This role extends support to other GSA senior leadership as needed. Key responsibilities include ensuring effective communication, managing project implementation, and overseeing a variety of administrative tasks such as drafting correspondence, arranging travel and events, and supporting GSA’s annual meeting, GSA Connects. The role demands direct interaction with GSA leadership and stakeholders, requiring exceptional responsiveness and customer service. The Administrative Coordinator is also instrumental in developing and refining processes to achieve organizational goals.

Key Essential functions include but not limited to:

• Provides primary administrative support to the Director of International Programs and substantial assistance to the Executive Director (ED)/CEO, particularly during their visits to DC. Offers support to other senior leadership as required.
• Manages scheduling, travel arrangements, and reimbursement processes for the Director of International Programs and the ED/CEO, ensuring smooth and efficient planning.
• Facilitates key aspects of initiatives, such as the application, review, and selection processes for two International Travel Grant programs and lectureships, contributing to their strategic execution and success.
• Prepares and processes payments and travel reimbursements for program participants, maintaining accuracy and timeliness.
• Engages with GSA’s associated societies, sections, and divisions, program applicants and participants, and other partners through effective communication, including email correspondence, notifications, and phone calls, to foster strong relationships.
• Supports GSA committees, especially the International Committee, by scheduling meetings, taking minutes, and facilitating communication.
• Contributes to the success of the GSA Connects annual meeting by preparing materials and supporting on-site activities and events, ensuring a well-organized execution.

Additional Duties Include:

• Participating in GSA staff/team meetings, various committee meetings, and external engagements as required, with an emphasis on active virtual attendance via platforms like Zoom.
• Flexibility to take on other duties as assigned to support evolving organizational needs.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• An Associate’s degree is required, though additional education or certifications will be favorably considered. At least two years of relevant administrative experience is preferred.

• Dedication to continuous learning, professional development, and innovation, actively seeking opportunities to enhance skills and contribute to the advancement of the organization.

• Highly detail-oriented with a commitment to accuracy and the ability to produce precise work consistently.
• Proficiency in MS Office, Adobe, Google Suite, and online meeting platforms like Zoom is essential. The ability to quickly adapt to new software and systems is required.
• Exceptional verbal and written communication skills and proven ability in executive-level customer service.
• Initiative, critical thinking, creativity, analytical reasoning, and effective process management.
• Ability to work both independently and collaboratively, with a professional demeanor and the capacity for mature judgment in interactions with all levels of society members, staff, and external contacts. Skills in building and maintaining diverse and multicultural relationships are crucial.
• A background or strong interest in geoscience and experience in non-profit or association settings is preferred.
• Required ability to maintain confidentiality and effectively organize and prioritize numerous tasks and deadlines.
• Ethics and Commitment to DEI: The highest ethical standards and a strong commitment to upholding GSA’s diversity, equity, and inclusion initiatives and RISE policies are required, promoting a culture of integrity.

Working Environment / Physical Activities

• Extensive computer work – six or more hours per day, multiple projects, and multiple deadlines that create a demanding work environment are standard.
• Office Presence: Required 2-3 days per week in D.C. offices.
• Remote Work Flexibility: FlexFirst policy for remote work, ensuring productivity and work-life balance.
• Travel: Requires occasional national and potential international travel.
• Physical Requirements: The role requires handling materials up to 40lbs for office setup and event preparation.
• Stand and/or walk for long periods of time while on-site at meetings.

An ideal candidate will have an Associate’s Degree and the ability to travel locally, nationally, and occasionally internationally for GSA Business.

The opportunity is a full-time, non-exempt position with a required presence in the GSA Washington D.C. office for 2-3 days a week on average, with the flexibility based on organizational activities and available for a Hybrid work environment at times. The hourly range is $24.00 -$27.40 per hour for a 40-hour work week. GSA provides excellent benefits, including medical, dental, PTO, which include paid holidays, life insurance, 403(b) retirement, and opportunities for professional development. Additional recognized time off includes Juneteenth and Indigenous Peoples Day in 2024.

If you are interested in this position, please review the full job description and submit a cover letter, resume, and three professional references; please click here.

Interested candidates are strongly encouraged to apply immediately. Submissions will be reviewed immediately and ongoing until the position is filled. This posting may close at any time.

GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives. This commitment is embodied in Organization policy and the way we do business at GSA and is an important principle of sound business management.

Equal Opportunity Employer: minority/female/disability/veteran.