What are the responsibilities and job description for the Administrative Coordinator, New Hampshire Sea Grant position at University of New Hampshire?
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The Administrative Coordinator for New Hampshire Sea Grant (NHSG) provides critical administrative management and support as part of a collaborative and multidisciplinary team. Reporting to the NHSG Director, the Administrative Coordinator serves as the primary lead for the program’s administrative operations, ensuring efficient organizational systems. As part of fulfilling this role, the position supervises the Program Support Specialist, supports the biennial research funding competition Request for Proposals (RFP) process, and plays a key role in compiling annual reports and performance metrics. The Administrative Coordinator provides comprehensive, high-level executive support to the NHSG Leadership Team, Executive Committee, and Advisory Committee by scheduling meetings, preparing materials, and tracking action items. In addition, this role supports strategic initiatives, maintains compliance with organizational policies, and performs other duties as assigned to advance the program’s mission and goals.
Based at the University of New Hampshire since 1980 (individual college program status since 2003), New Hampshire Sea Grant is one of 34 Sea Grant programs in the U.S. under the umbrella of the National Oceanic and Atmospheric Administration (NOAA)'s National Sea Grant College Program. New Hampshire Sea Grant works to support a coastal environment that sustains healthy and resilient ecosystems, economies, and people through integrated research, extension, education, and communications efforts. This is an in-person, full-time, benefitted, grant funded position.
Duties/Responsibilities
Research Program Support (20%)
Minimum Acceptable Education & Experience:
Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:
The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.
EEO Statement
The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.
Location:
Durham
Salary Grade
Non-Exempt Staff 15
The Administrative Coordinator for New Hampshire Sea Grant (NHSG) provides critical administrative management and support as part of a collaborative and multidisciplinary team. Reporting to the NHSG Director, the Administrative Coordinator serves as the primary lead for the program’s administrative operations, ensuring efficient organizational systems. As part of fulfilling this role, the position supervises the Program Support Specialist, supports the biennial research funding competition Request for Proposals (RFP) process, and plays a key role in compiling annual reports and performance metrics. The Administrative Coordinator provides comprehensive, high-level executive support to the NHSG Leadership Team, Executive Committee, and Advisory Committee by scheduling meetings, preparing materials, and tracking action items. In addition, this role supports strategic initiatives, maintains compliance with organizational policies, and performs other duties as assigned to advance the program’s mission and goals.
Based at the University of New Hampshire since 1980 (individual college program status since 2003), New Hampshire Sea Grant is one of 34 Sea Grant programs in the U.S. under the umbrella of the National Oceanic and Atmospheric Administration (NOAA)'s National Sea Grant College Program. New Hampshire Sea Grant works to support a coastal environment that sustains healthy and resilient ecosystems, economies, and people through integrated research, extension, education, and communications efforts. This is an in-person, full-time, benefitted, grant funded position.
Duties/Responsibilities
Research Program Support (20%)
- Assist the NHSG Research Coordinator with the administration of NHSG’s research funding portfolio, which includes a core biennial research funding competition request for proposals (RFP) process and a rolling development/seed funding request process.
- Manage the eSeaGrant database for research funding proposal submissions, review, and reporting.
- Support research PI’s with Annual Reporting and compliance.
- Attend periodic Sea Grant Research and Fellowship Coordinators Network meetings to support NHSG alignment and participation in Network discussions, including opportunities for process and program improvements.
- Manage the eSeaGrant database for Annual Report submissions from NHSG staff and funded researchers, including NHSG and national performance metrics and measures.
- Review, follow, and maintain NHSG compliance with Annual Report requirements, policies, and other guidance from NOAA.
- In collaboration with NHSG leadership, aggregate staff and research submissions to prepare and submit NHSG reporting to NOAA.
- Help train staff and research PIs on Annual Report submission processes/workflows.
- Collect, compile, and report peer-reviewed publications to the NOAA Institutional Repository as required by the NOAA’s National Sea Grant Office.
- Recommend data management and reporting enhancements and procedures to ensure data integrity and organizational efficiencies. Work directly with database developers to give input and request changes to increase functionality of data management and reporting information systems.
- Lead the program’s administrative operations, ensuring efficient organizational systems.
- Provide comprehensive, high-level executive support to the NHSG Director, Leadership Team, Executive Committee, and Advisory Committee by scheduling meetings, preparing materials, and tracking action items.
- Maintain effective working relationships with other UNH units and administrative / operations related committees, workgroups, and communities of practice.
- Support the development of NHSG strategic plans and federal omnibus and other grant proposals by establishing efficient workflows, organizing documents, formatting, and preparing files for submission.
- Process all manner of administrative paperwork, financial transactions, including reimbursements and budget tracking, as needed for position duties, and oversee Program Support Specialist performing these functions.
- Supervise the NHSG Program Support Specialist in their role providing administrative support to staff.
- Support efforts to align Sea Grant/NOAA annual reporting with UNH Extension annual reporting.
- Attend relevant UNH Extension meetings and share updates and opportunities with NHSG, as needed.
- Assume responsibility for NHSG information systems, files and filesharing (e.g. Microsoft Sharepoint), databases (e.g. Salesforce), and other enterprise technologies (e.g. eSeaGrant, Qualtrics, DestinyOne, UShop, Workday), and serve as the primary contact for standard operative procedures and best practices for these systems.
- Lead special event coordination, logistics, and execution (e.g., Biennial Research Symposium, Site Reviews, Advisory Committee meetings)
- Support other special projects and strategic initiatives as requested by the NHSG Director.
- Oversee facilities usage/arrangements and assist in problem resolution.
- Participate in professional development opportunities, workshops, and conferences.
- Other duties as assigned to advance the program’s mission and goals.
Minimum Acceptable Education & Experience:
- High school diploma or equivalent and five years of experience; or Associate degree and three years; or combination of education and experience equivalent to five years.
- Excellent organizational, time management, and prioritization skills with a strong attention to detail.
- Exceptional written and verbal communication skills, including the ability to draft professional correspondence and reports.
- Advanced computer skills, especially using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Sharepoint, Teams, Planner).
- Ability to navigate and learn new proprietary software.
- Ability to work independently, take initiative, and problem-solve effectively.
- Ability to establish and maintain effective working relationships with staff, faculty, students and the general public.
- Ability to handle confidential information with discretion and professionalism.
- Applicants must be eligible to work in the United States without sponsorship.
- Bachelor’s degree and five years of administrative support experience.
- Supervisory experience.
Applicants should be prepared to upload the following documents when applying online within the Resume/Cover Letter section of your application:
- Resume/CV
- Cover Letter
- Contact Information for 3 Professional References
The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.
EEO Statement
The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.
Location:
Durham
Salary Grade
Non-Exempt Staff 15
