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Administrative Coordinator

Apply now Job no: 497423
Work type: Regular
Location: Malibu Campus
Categories: Administrative/Office Support, Vice Provost for Research and Strategic Initiatives

Reporting to the Assistant Provost for Research, the Administrative Coordinator is primarily responsible for the organization, entry, and retrieval of proposal data relevant to sponsored programs and government agencies and provision of administrative support to the Office of Research and Sponsored Programs.


  • Provide high-level administrative support to the Assistant Provost for Research (calendar management, scheduling, travel, etc.) and the Research & Sponsored Programs staff.
  • Perform general office duties including filing, faxing, copying, fielding phone calls and walk-ins; order and maintain supplies; collect and transmit meeting notes; reconcile monthly credit card statements; process expense reports and accounts receivables; deposit checks and track invoice payments.
  • Conduct research and disseminate funding opportunities; edit proposals and supporting documents; signature retrieval.
  • Assist with planning, organization, and execution of seminars and events; design and create invitations and publicity content; assist with the design and preparation of presentations; maintain office website; create and edit departmental documents; monitor departmental email; extend RSP's social media presence.
  • Compile proposal data for reporting and run queries in PeopleSoft database and NOLIJ; maintain proposal spreadsheet.
  • Manage proposal and agency data in PeopleSoft and maintain electronic and hard copy files for pre- and post-award.
  • Maintains confidentiality of sensitive information.
  • Perform other duties as assigned.
  • Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Bachelor's degree; one year office experience; experience in planning and executing events. Writing and/or editing experience; highly motivated, enthusiastic, and strong interpersonal skills and professional manner; excellent writing, editing and communication skills; interest and ability to conduct research; ability to work independently and as part of a team; proven ability to multitask and capable of handling changing priorities under deadline while maintaining attention to detail. Proficiency in Google Drive and Microsoft Office.

Preferred: Understanding of the higher education environment. Experience in web design and maintenance (knowledge of OmniUpdate); graphic design experience (knowledge of Adobe Photoshop and Adobe InDesign); database management experience.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening.

This is a regular, nonexempt, 40 hour per week position.

Salary: Commensurate with experience

Advertised: Pacific Daylight Time
Applications close:

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