Coordinator, Special Initiatives

Position Summary

The Coordinator, Special Initiatives role will support the Vice President of Special Initiatives and International Relationships with their work on the foundation’s archives project, grant management and ad hoc projects as they arise from the Office of the President.

The ideal candidate will have the ability to exercise good judgment in a variety of situations, and strong written and verbal communication skills. The position requires strong organizational skills, attention to detail and the ability to maintain a realistic balance among multiple priorities. The coordinator should be comfortable working independently on projects and must be able to work under pressure and handle a wide variety of activities and confidential matters with discretion. This position requires a willingness to handle administrative tasks, such as scheduling and submitting expense reports, as well as conducting research, drafting documents, and preparing analytical reports.

This full-time position is based on-site in the Simons Foundation offices in New York City. For more information, visit simonsfoundation.org/careers.

Essential Functions/Responsibilities

Administrative Support to VP, Special Initiatives and International Relationships

• Maintain executive calendars; schedule and organize meetings
• Coordinate across internal and external stakeholders to achieve department goals, complete projects, and accomplish other tasks as assigned
• Reconcile and submit expense reports and invoices through Concur
• Attend key meetings with the Vice President and document action items discussed
• Create and assist with various forms of written correspondence
• Perform online research on important issues being addressed by the Office of the President, including those of a sensitive or confidential manner
• Prioritize conflicting needs; handle matters expeditiously and proactively; follow through on projects to successful completion, often with deadline pressures
• Perform any other duties or tasks as assigned or required
  
  

Grants Program Support

• Work with Vice President, Special Initiatives and International Relationships to track new grant requests (pre-award stage)
• Schedule and help prepare materials for annual or semi-annual meetings with founders, internal and external stakeholders such as grantees, as appropriate
• Collaborate with Grants team to ensure that all grantee deliverables are up to date
• Flexibility to take on projects as it related to grant making
  
  

Archives Project

The Archives Team is responsible for developing procedures to archive records, training program managers and coordinators, directing the work of additional consultants, and managing the relationship with the Rockefeller Archive Center. (RAC). The Archives Team is responsible for providing an annual report to leadership on archiving activities.

Responsibilities

The coordinator will join and support the responsibilities of the Archives Committee which also includes the VP, a senior manager from the Flatiron Institute, a senior administrator from the foundation, and an archives consultant, as needed. Archives Project responsibilities include:

• Act as internal point-person for the archives project, answering liaison inquiries, reviewing archival materials, transferring materials to the RAC and other responsibilities to support all functions of the archive
• Set up and coordinate meetings, including quarterly Archives Committee meetings, ensuring all participants have received relevant materials and conference call or meeting information
• Coordinate and assist with the projects of external consultants, such as oral history consultants and archives consultants
  
  

Minimum Qualifications

Education

• Bachelor’s degree or equivalent experience as a coordinator or similar position
  
  

Experience

• At least 3 years of experience
• Strong administrative and organizational skills with excellent attention to detail
• Strong computer skills, particularly with email, Microsoft Excel, Word and PowerPoint as well as Adobe Acrobat in a Mac environment. Experience with Concur and project management software is a plus.
• Excellent interpersonal skills and the ability to build relationships with all levels of the organization and external communities
• Demonstrated proactive approaches to problem solving with strong decision-making ability
• Adaptable to various competing demands; able to balance workload under deadlines and multiple commitments
  
  

Related Skills & Other Requirements

• Highly resourceful team player with the ability to also be effective independently
• Sound judgment and discretion
• Excellent verbal and written communication skills
• Enthusiasm for contributing to a worthwhile mission
  
  

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 $65,000-$75,000, depending on experience.
• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.
  
  

Our Commitment to Expanding Pathways to Science & Opportunities for All:

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences. The Simons Foundation is committed to advancing basic science and mathematics to benefit humankind and expand our collective understanding of our world. As part of our mission, we support partners, programs, and initiatives that seek to broaden the scientific community and open pathways to science and mathematics careers.

The Simons Foundation provides equal opportunities to all applicants without regard to race, religion, color, age, sex, pregnancy, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law.