Dan Royal Job/Vacancies

Administrative Coordinator
Grade:      4     Job ID:      10-554BRD
Location:      US   Center/Office:      BRD - General     Project/Program:      None Specified    Application Due Date:      None
More information about this job

Overall Responsibilities
The Part-time Administrative Coordinator is responsible for the administrative and logistical support of the Cambridge BRD office. S/he coordinates all activities sponsored by the BRD office including meeting logistics and management, travel arrangements and support, communications and overall office administrative support. S/he provides general support to the BRD Unit and works closely with the Director of Operations (Cambridge) or the Senior Director of BRD (Cambridge) to ensure that projects and activities receive the assistance required as outlined below. Major responsibilities include taking care of filing, photocopying, and dissemination of confidential and non-confidential material, as well as scheduling and planning meetings and events, performing Internet searches, mailing, and faxing for the Unit. Directly reports to the Senior Director of BRD.

Specific Responsibilities
Daily:
Provide daily administrative and logistical support to the BRD staff including:
•Monitor the development electronic mailbox;
•Ensure an open, welcoming, clean and tidy BRD office environment for staff and visitors in MA
•Maintain BRD calendar and contact information.
•Maintain BRD travel calendar and contact information.
•Serve as a liaison to other administrative personnel in MSH projects and centers.
•Organize logistics of internal and external conference calls, meetings, workshops and appointments

Bi-weekly:
•Coordinate collection and submission of BRD timesheets and ensure proper use of BRD codes.

Monthly/Quarterly:
•Coordinate the purchase of BRD supplies. Prepare purchase orders, check requests, routine correspondence, and collaborate with the MSH Procurement Officer as needed.

Annually:
•Coordinate MSH PVO Registration for yearly submission.
•Organize and maintain BRD subscriptions.

As needed: Conduct or support any special projects, reports, and other duties as assigned, including:
•Information systems: assist with data entry and maintenance of BRD information systems: BRD work plan database, proposal cards in Business information system, capability statement database, recording of Past Performance Projects, Erooms, Salesforce partner contacts and others as required.
•Respond to internal and external requests for BRD information;
•Draft and type letters and memos,
•Faxing, filing, mailing, photocopying, preparing and sending bulk mailings and express packages
•Assist with production of proposals by photocopying and assembling proposal binders.
•Provide administrative support to BRD Africa staff.
•Assist in the training and orientation of new staff and interns.
•Travel and Consultant Support: Coordinate travel and hotel arrangements for BRD staff and consultants; Assist with preparing TEFs and visa applications for BRD staff and consultants; Provide general support to traveling BRD staff members, such as handling mail and phone calls if necessary, assisting with emergency travel needs; Assist with the preparation of consultant letters of agreement and scopes of work; Assist with tracking consultant payments and confirming payments to consultants.

Qualifications
1. Bachelor’s degree and/or equivalent relevant administrative experience.
2. Excellent organizational and interpersonal skills with a service oriented outlook.
3. Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
4. Demonstrated ability to use computers for word processing, databases, spreadsheets, and presentations (Microsoft Office applications preferred).
5. Demonstrated ability to work as an effective team member in a complex and fast paced environment.
6. Excellent interpersonal skills and demonstrated ability to interact professionally with a culturally diverse staff, clients and consultants.
7. Good judgment, flexibility, and patience.
8. English fluency required; Additional language skills helpful.

Notes
To apply for this position, please visit the Employment Opportunities section of our website at https://jobs-msh.icims.com





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