Responsibilities:
- Provide scheduling support for the Director, including arranging a large volume of 1-on-1 meetings and repeat meetings of large groups (Advisory Council, research teams, faculty groups, etc) .
- Proactively manage Director’s calendar, executing appropriate discretion as to the prioritization of meetings, and flagging upcoming scheduling conflicts for immediate resolution
- Assist with Director’s travel arrangements and reimbursements as needed.
- Serve and chief transactor for all basic IBES office expenses via Purchase Orders and Brown PCard. The monthly use of the PCard requires the maintenance of electronic and print files for later reconciliation.
- Create custom reports and documentation as requested by the Managing Director and in some cases the IBES Financial Coordinator and leadership team (IBES Director and Deputy Directors).
- Act as point of contact for outside vendors. Maintain vendor billing records. Initiate and process IPRs, POs, supplier invoices, IBES Director travel expense reports, and Professional Service Agreements.
- Maintain high-level knowledge of Brown’s Workday Financial system and relevant internal contact list
- Coordinate programs and activities with the Managing Director, Director, and Senior Academic Program Manager, and Associate Director of Communications, as applicable.
- Work with the Managing Director to ensure that the office is running efficiently.
- Serve as lead contact for Brown’s Card Office, Swipe Access Office, and Public Safety/Police for all aspects of building-access management.
- Observe, report, and inform the Managing Director on all building maintenance and security issues.
- Lead all ordering office and building supplies for IBES, which includes 85 Waterman, the Urban Environmental Lab, and McMillan spaces used by IBES Personnel.
- Maintain all IBES Listserv at the direction of both the Managing Director, Director, and Senior Academic Program Manager, as applicable.
- Manage and track all assets and serve as the primary contact for annual space audits.
- Assist with onboarding faculty, staff, and trainees.
- Serve as the initial point of contact for IBES guests and visitors.
Job Qualifications
Education and Experience
- Associates degree plus at least 3 years of administrative experience, or equivalent combination of skills and experience.
- Experience in a university setting, preferred.
- Excellent communication skills
- Excellent analytical skills
- Excellent computer skills, including Microsoft and Google platforms
- Customer-focused, customer service oriented
- Excellent attention to detail
- Experience with event planning and scheduling
- Works independently and uses judgment and discretion
- Ability to be flexible in a constantly shifting environment with tight deadlines and high volume of activity
- Possesses a willingness and ability to support a diverse and inclusive campus community
- Excellent administrative and organization skills
- Initiative and ability to work independently and as a member of a team
- Ability to multitask and prioritize workload