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Career Opportunities at Mind and Life
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Careers at the Mind and Life Institute
Position Title: Project Administrator
Department: Administration
Overall responsibility:
The Project Administrator’s primary responsibility is to support the administrative needs of MLI’s project teams, which are comprised of staff and external committee members. This involves anticipating project needs, managing workload, and producing work of the highest quality in a timely manner. S/he will be responsible for the coordination of established projects in programs and research development, conference/event planning, and general office administration.
Reports to: The Project Administrator reports to the Director of HR/Administration functionally. As a member of a “cross project” administrative team, this position shall receive assignments and support MLI staff at all levels. There will also be considerable liaison with external consultants and associates of MLI.
Key areas of responsibility:
Assist, contribute to and respond to the work of the staff and committee members to ensure that the requirements of the planning and execution processes are met.
Support project staff by facilitating project logistics such as meetings, conference rooms, conference calls, etc.
Record accurate meeting minutes and action items during meetings and perform basic follow-up.
Assist in development of presentations, printed material, website updates.
Record schedule for Project Team and extended team, post on Forum.
Maintain Etapestry database, query and report generation, data entry.
Establish and maintain an effective, reliable and efficient system of filing and record keeping for all documents associated with the Forum.
Provide a flexible approach to tasks and problem solving and to be prepared to take on additional responsibilities and work flexibility as required.
Act with initiative in solving potential problems associated with a Project in the absence of the Project Manager.
Take responsibility for the efficient running of the various office systems and anticipate and resolve problems as they arise.
Provide assistance in problem solving within the office and maintain an organized and efficient workplace.
Project Related Support:
Assist staff in organization and execution of all project administration duties.
Coordinate meetings, special events, and travel arrangements using outside services and vendors.
Transcribe and edit minutes and prepare agendas, maintain team contact list.
Type, assemble, organize, format, and edit/proof the team’s “final” work product according to MLI’s quality and visual standards.
Pre-meeting preparation, on-site meeting support, post meeting wrap up.
Vendor management, coordination and logistics; maintain vendor list, schedules of vendor personnel and deliveries, ongoing communication with clients and vendors to coordinate on-site activity.
Compose and process routine correspondence and expense reports.
Provide telephone coverage as needed, and other duties as assigned.
Occasional travel and weekend and/or evening work is required.
Committee support activities (Program and Research, Planning):
Initiate and coordinate communication documents between staff and external planning committee members; schedule meetings, draft/distribute agendas & meeting notes.
Maintain and organize all project files, ensure appropriate files are transferred to MLI Forum.
Maintain up-to-date rosters of principals involved in project, and track status of deliverables.
Keep project managers regularly apprised of the status of projects.
Assist others on the project support team to meet deadlines or heavy workload demands.
Perform photocopying, faxing, and preparation of materials for end of day FedEx or courier shipments as needed.
Prepare expense reports, post event administration
Database Management activities:
Update records with changes to address/email, etc.
Act as Liaison with staff and others to identify incomplete records for correction
Gift and pledge entry
Maintain physical gift files
Coordinate with bookkeeper to identify, address and correct any inconsistencies between accounting and gift records
Maintain and report donor contact information for major donors and prospects
Produce established reports to track fundraising activity and results on a scheduled and as needed basis
Identify and correct gift recording errors, in consultation with the Director of Development
Involvement in the Organization’s Development and Internal Activities:
Participate in the continuing process of defining and refining the role of the Project Administrator and increasing its value to the organization.
Create procedures and documents for information sharing throughout the organization
Consult with:
CEO, CFO & Committee Members
All levels of staff
Scientists, educators, researchers affiliated with MLI
Qualifications:
Excellent organizational skills
Excellent written and oral communication
Proficiency with MS Office; database management experience
Strong sense of customer service
Ability to multi-task and stay calm under pressure
Requires a bachelor's degree in a related area and 4-6 years of experience in the field or in a related area
Familiarity with office administration/services, event planning will be given first consideration
How to Apply:
Send resume with cover letter to:Laura@mindandlife.org. Our current offices are in Niwot, Colorado.
For more information on the Mind & Life Institute, our mission and programs, please visit please visit the rest of our website.
© Copyright 2007 Mind and Life Institute, Boulder, CO, USA. All rights reserved.
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