Administrative Specialist

Join our client, a leading research institution, as an Administrative Specialist supporting Academic Appointments. This pivotal role offers an opportunity to be at the heart of scholarly administration, managing essential functions that facilitate academic and research excellence. You'll serve as a key point of contact for internal teams and external stakeholders, ensuring seamless operations within a dynamic environment. Your contributions will directly impact the institution's ability to attract and retain top academic talent, making this a rewarding position for those passionate about supporting higher education and research initiatives.

Compensation

Temp Hourly: $40-45/hr

Permanent salary range: $84,000 - $105,000

Responsibilities

• Oversee day-to-day operations of external research programs, providing comprehensive support to the human resources team.
• Coordinate scheduling of meetings, appointments, and institutional events with precision.
• Facilitate communication between executives and diverse internal/external partners.
• Develop and prepare presentation materials, editing content and designing visual elements as needed.
• Compose professional correspondence, reports, newsletters, and digital content to support program visibility.
• Perform basic data analyses to generate reports that inform decision-making.
• Assist with grant application processes, tracking budgets, and supporting contract administration.
• Manage procurement activities, including researching vendors, obtaining quotes, and processing purchase orders.
• Support HR functions such as payroll, benefits administration, and onboarding for new academic appointments.
• Coordinate travel arrangements and reimbursements for faculty and staff.
• Maintain accurate, organized filing systems—both electronic and hard copy.
• Track invoices and financial documents, ensuring timely processing and compliance.
• Organize and facilitate events, including orientations, workshops, seminars, and social gatherings.
• Support visa and work authorization procedures for international scholars, ensuring compliance with institutional policies.
• Maintain detailed records of fellows, researchers, and other academic personnel for reporting and longitudinal tracking.
• Manage communication channels, including newsletters, intranet updates, and program websites.

Requirements

• Bachelor’s degree in a relevant field; experience in higher education or research environments is preferred.
• Proven experience in administrative support, with familiarity in handling complex scheduling and communications.
• Strong organizational skills, with an ability to manage multiple priorities efficiently.
• Excellent written and verbal communication capabilities.
• Proficiency in MS Office Suite, data analysis tools, and web content management.
• Demonstrated ability to handle confidential information with discretion.
• Experience coordinating events and supporting program administration.
• Ability to collaborate effectively across departments and with external partners.

Our Commitment to Inclusion & Belonging

The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.