Administrative Specialist, Flatiron Institute

New York, NY         ·          Full time

Location: 160 Fifth Avenue
Time type: Full time
Job requisition id: R0001347

Position Summary

The mission of the Flatiron Institute is to advance scientific research through computational methods, including data analysis, theory, modeling and simulation. It is currently comprised of five science centers, focused on computational astrophysics (CCA), computational biology (CCB), computational mathematics (CCM), computational neuroscience (CCN) and computational quantum physics (CCQ), and the Scientific Computing Core (SCC).

Reporting to the Managing Director of Flatiron Institute, the Flatiron Administrative Specialist is responsible for administering Flatiron-wide programs and resources including professional development, internship, meetings and workshops, and coordinating activities and events, liaising with the Scientific Advisory Board, as well as assisting with budgets, expense management and financial planning.

The Flatiron Administrative Specialist will also assist the Directors of SCC in unit management, event logistics, and budget and financial planning and reporting; oversee compliance with the policies, procedures and regulations of the Simons Foundation and external agencies; and assure an efficient, high functioning infrastructure to support the Flatiron Institute’s mission.

For more information about careers at the Simons Foundation and Flatiron Institute, please visit https://www.simonsfoundation.org/careers.  

This is a full-time position based in Simons Foundation’s offices in New York City.

Essential Functions/Responsibilities

• Manage academic-related and administrative operations for the Flatiron Institute as well as fiscal issues associated with the Flatiron central budget, working closely with respective Center administrative teams as needed.
• Supervise the Coordinator for Flatiron Institute Administration 
• Manage, plan, and execute seminars, workshops and other Flatiron Institute-wide and group-specific events, conferences, and FI-wide events including polling for availability, collecting meeting materials, ordering catering, coordinating internal calendars, maintaining contact lists, Institute-wide aspects of the internship program, and troubleshooting issues as they arise.
• Assist the SCC Directors with managing facilities, space, logistics, coordination and daily operations of the Scientific Computing Core’s activities within and outside of the Simons Foundation/Flatiron Institute. Assist with developing, monitoring and forecasting SCC’s budget as well as explaining budget variances on a consistent basis to the SCC Directors.
• The Flatiron Administrative Specialist will collaboratively work with central shared services staff and Center administrative staff to complete all responsibilities as required and other related duties as needed.
• Maintain and update pertinent FI records, data, tracking information
• Perform other duties or tasks as assigned or required

Minimum Qualifications

Education:

• Bachelor’s Degree

Experience:

• Minimum of 4-5 years of experience in high-level administrative support, including project management.
• Minimum of 4-5 years of experience coordinating travel, handling complex calendars for various high-level personnel, scheduling, planning events and handling confidential information is necessary.
• Previous work in a scientific research or academic setting is a plus.
• Previous experience with people management preferred

Related Skills & Other Requirements:

• High level administrative coordination experience in a large, complex, dynamic organization.
• Flexibility, initiative, and ability to multitask when needed to support Center and Flatiron-wide activities. 
• Consistent accuracy, careful attention to detail and the ability to organize many complex assignments and projects simultaneously are required.
• Excellent interpersonal, verbal and written communication skills.
• Ability to build relationships with all levels of the organization and external parties and exercise good judgment, discretion, tact, and professionalism  
• Proficiency with word processing, spreadsheet and database software; familiarity with basic coding helpful but not required.
• Previous experience with cloud-based applications like Google apps, DropBox and Concur. 
• Must be willing and able to work occasional evenings.
• Ability to interact with a diverse population, as well as a can-do spirit to help create a positive team culture.
• Highly resourceful team-player with the ability to be effective independently and complete projects with minimal oversight. 

Required Application Materials

• Please submit a résumé and cover letter stating your interest in the position.

Compensation And Benefits

• The full-time annual compensation range for this position is $80,000 to $90,000 depending on experience. 
• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

The Simons Foundation’s Diversity Commitment

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.

Please click here to apply.

Tagged as: Neuroscience