Administrative and Operations Coordinator for Research & Strategic Partnerships (71150)

Salary: $62,500.00 - $68,300.00 Annually
Location: NY, NY
Job Type: Full Time
Job Number: 202400115
Department: Provost Research & Partnership
Closing: 12/13/2024 11:59 PM Eastern


About Pratt

Pratt Institute provides the creative leaders of tomorrow the professional knowledge and experience to make a better world. A world-class and internationally ranked college with programs in art, design, architecture, liberal arts and sciences, and information studies, Pratt offers nearly 50 undergraduate and graduate degree programs.

The Institute's impact expands beyond its 25-acre residential campus in Brooklyn to cutting-edge facilities throughout the borough, a landmark building and public gallery in Manhattan, as well as an extension campus, Pratt Munson College of Art and Design in Utica, New York. On Governors Island, Pratt is a core partner on the Stony Brook University team selected to develop the New York Climate Exchange, a research and educational hub poised to establish New York City as the global leader for the most pressing issue of our time: climate change. Another extension of Pratt's campus is the Research Yard, a 20,000-square-foot facility that brings together the research activities of Pratt Institute under one roof in the Brooklyn Navy Yard (BNY).

Description


The Administrative and Operations Coordinator for the Office of Research & Strategic Partnerships (ORSP), supervised by the Vice Provost for Research & Strategic Partnerships, provides administrative support through the seamless execution of daily operations of the office, including, but not exclusive to data and knowledge management, external and internal communications, managing procurement processes for the office, reconciliation, and development and execution of event protocols.
As the initial point of contact for both internal partners (Pratt Institute faculty and staff) as well as external counterparts (potential collaborators, Brooklyn Navy Yard, etc.) the successful candidate must display professional judgment and the ability to communicate with clarity.

The Administrative and Operations Coordinator will be largely responsible for the day-to-day digital management of the office, including maintaining an active database of projects and grants, tracking major deadlines, coordinating meeting and event logistics, and other duties as assigned. The Administrative and Operations Coordinator is expected to exercise initiative in doing this work, and function as part of a cohesive team in the Provost's office.

Examples of Duties

• Management of digital shared drive, including implementing and maintaining a folder structure and file naming conventions, and discrete project management responsibilities such as setting and tracking indicators for project progress within Asana workspace and sending deadline reminders to project team members;
  
• Event organization including drafting run of show, scheduling across multiple units within Pratt, and day-of, on-the-ground logistics for events hosted by ORSP;
  
• Maintaining a database of current and prospective funding opportunities, sourcing information from the Institute's information portal and external sources;
  
• Managing room scheduling for Research Yard spaces for meetings and events, including coordinating associated A/V requests;
  
• Managing visitor access system to Brooklyn Navy Yard and Research Yard;
  
• Conducting ORSP office procurement, including processing vendor invoices and purchasing supplies for ORSP and the Research Yard;
  
• Monitoring ORSP email and routing requests and queries to the appropriate team member.
  

Administrative Duties:

• Strategically manage and optimize the VPR's schedule, balancing priorities and orchestrating a wide range of events and activities.
  
• Coordinate key ORSP meetings and Research Yard committee activities, including scheduling meetings, distributing agendas, and sharing back and tracking action items.
  
• Gather, analyze, and present data-driven briefings on internal activities and priorities to the ORSP, supporting informed decision-making across key areas such as grant management, partnerships, and Research Yard operations.
  

Communications Duties:

• Craft correspondence on behalf of ORSP, ensuring alignment with the office's mission and institutional goals
  
• Coordinate the production, scheduling, and dissemination of the community newsletter, including synthesizing content from multiple team members and ensuring consistent tone and voice
  
• Use Institute system for email campaigns (eg:Mailchimp) for all promotional and informational communications;
  
• Coordinate with Brooklyn Navy Yard facilities staff regarding facilities needs and requests in the Research Yard;
  
• Act as the liaison between the Research Yard and the Brooklyn Navy Yard Development Corporation and other partnership organizations.
  

Event Planning Duties:

• Support the planning of in-person events at the Research Yard and Pratt Institute's main campus, including those related to the annual research showcase and the Research Open House;
  
• Coordinate faculty and student submissions for the showcase and website and manage internal communications and coordinate with Pratt Communications for external communications, among other duties.
  

Other Duties:

• Uphold Pratt's commitment to advancing diversity and inclusion in seeking funding opportunities from diverse financing sources;
  
• Perform all other related duties as assigned.
  

Qualifications


Education:

Bachelor's degree required.

Experience:

The strongest candidates will have at least two years of related experience in administrative and operations support in higher education or non-profit environments.

Skills:

• Outstanding professional writing skills, with the ability to adjust tone and mode based on audience.
  
• Excellent organization, planning, interpersonal, and networking skills
  
• Detail-oriented, with the ability to prioritize and execute multiple tasks simultaneously, meet deadlines, creatively resolve problems, and work in a fast-paced environment.
  
• Confident managing multiple project and operations timelines simultaneously, with the ability to coordinate across multiple team members, enforce deadlines, and streamline communications.
  
• Ability to interact in a professional manner with all levels of faculty, staff, outside groups and a wide range of constituencies in a diverse community. Demonstrated intercultural competence with an understanding of the importance of diversity in higher education.
  
• Strong knowledge of digital productivity and collaboration tools, including: MS Word, Excel, PowerPoint, and Google Suite and Asana.
  
• Ability to conduct research on the Internet.
  
• Familiarity with funding application timelines, workflows, and terminology, including for foundation and federal and state competitive grant programs.
  
• Ability to work independently and take a proactive approach.
  

Benefits:

Medical
Dental
Vision
HSA
Company Sponsored Basic Life & AD&D
Company Sponsored Long Term Disability
Flex Spending Account (Health, Dependant Care)
Commuter Benefits (Transit & Parking)
Disability (NYS)
Voluntary Short Term Disability
Voluntary Life Insurance
403B Retirement Plan
Voluntary Supplemental Retirement Plan
Paid Time Off (Vac & Sick)

Supplemental Information:


Work Modality and Schedule:
This role is on a hybrid work schedule, and is required to be in office 3 days per week. ORSP operates from Pratt Institute's main campus and the Research Yard at the Brooklyn Navy Yard. This role will split time between the two locations.

To apply: Please submit a Resume/CV, along with a cover letter that explains your interest and qualifications for the position.


Equal Employment Opportunity Statement

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, creed, religion or belief, national or ethnic origin, citizenship status, marital or domestic partnership status, sexual orientation, sex, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. Pratt Institute recognizes and values the benefits of a diverse workforce.

At Pratt, we prioritize equity and have established a systematic approach to guarantee fair treatment for everyone. If your background and expertise align with the requirements of the position, you will be contacted for further instructions.



To apply, visit: https://www.schooljobs.com/careers/pratt/jobs/4743833/administrative-and-operations-coordinator-for-research-strategic-partnerships







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