Senior Administrator (EBRC)

The Senior Administrator will provide a wide range of professional and operational services to the activities of the Engineering Biology Research Consortium (EBRC) and its staff. This role will provide detail-oriented support, leveraging highly-honed skills in organization, concise communication, timely execution of tasks as well as maintaining compliance with EBRC’s processes and policies. The Senior Administrator will be responsible for supporting EBRC leadership with administrative and operational tasks, both internal and external to the organization, including scheduling meetings, supporting member communications, generating and tracking reporting efforts, and ensuring consistency across the organization. The incumbent will also be responsible for event logistics, member engagement, and facilitating essential communications with the EBRC membership and engineering biology community.

Essential Duties and Responsibilities

• Support the organization, handling and prioritizing tasks and requests from several staff members. Take initiative and ownership over assigned tasks, including both one-time tasks and recurring procedures. Communicate regularly and clearly with Team Members about progress and action items.
• Provide critical administrative infrastructure and logistics support for events to include coordination, organization, and facilitation of workshops, meetings, and community engagement events, including securing transportation, venue management, catering, IT/AV, and event communications and material.
• Facilitate/book staff and participant travel, arranging and managing hotel and transportation accommodations, and managing reimbursements, while ensuring compliance with organizational policy.
• Collaborate with cross functional business units to ensure consistency, accuracy, and completeness of business documents and that processes are followed and completed in a timely manner, ensuring consistent work product across the organization.
• The organization in adhering to established procedures to meet administrative needs, ensuring policy compliance across all areas of work and that deadlines are met in a timely manner.
• Coordinate and follow up on timelines/deadlines and track unresolved action items, ensuring timely completion of tasks.
• Coordinate and support external communications, including newsletters, social media, and collaboration platforms.
• Prepare meeting agendas, record minutes, and follow-up with internal and external stakeholders.
• Maintain organization calendars, ensuring they are up-to-date and accurate.
• Maintain membership databases and listservs.
• Create new forms, templates, and reports via Google Suite, Adobe products, and Microsoft Office, update existing forms/templates/reports on a regular cadence.
• Compile and review documents, provide editing assistance as needed.
• Assist with regular file maintenance, ensuring compliance with organizational policy.
• Assist with employee onboarding.
• Conduct, track, and report purchasing of equipment, IT/software, and materials.
• Complete detailed data entry and assist in the compliance/data hygiene of various software platforms as needed.
• Actively communicate administrative and operations policy changes or process updates.
• Other duties as assigned or as they become apparent.