Serc/Airc Talent & Event Coordinator

Job Description

This position offers a well-qualified individual the opportunity to perform in a critical role within the Systems Engineering Research Center (SERC) and Acquisition Innovation Research Center (AIRC) at Stevens Institute of Technology. The SERC/AIRC Talent & Event Coordinator will support the SERC/AIRC Operations and Finance teams by undertaking a wide range of support activities, from coordinating interviews and meetings to maintaining an employee database to posting job ads. An important part of the role will be to act as the liaison between Stevens HR and SERC/AIRC employees, ensuring smooth communication and prompt resolution of requests and questions. The candidate for this role will also be responsible for coordinating in-person and virtual events, such as conferences, all of which may run in a variety of participant sizes and locations.

The successful candidate must possess: a high level of initiative and organization with a results-oriented perspective; attention to detail and superb decision-making and time management skills; excellent interpersonal, written and verbal communication skills; the ability to coordinate tasks and reprioritize as needed; the ability to anticipate obstacles and problem-solve pro-actively and creatively; and flexibility in dealing with a range of working styles and competing demands.

The ideal candidate will be someone who appreciates that technology is continuously changing how enterprises develop and organize the systems that drive creative solutions, innovation, and efficiency.

Responsibilities.

• Coordinate with the SERC/AIRC Operations and Finance teams with regards to funding resources and eligibility of effort in compliance with the SERC IDIQ contract

• Assist with financial transactions related to the departmental budget including PCard reconciliation, Kuali edocs, purchasing, supply inventory, and employee travel and reimbursement.

• Remain current on the status of ongoing projects and activities in order to manage a database of SERC/AIRC employees' effort allocations.

• Responsible for data entry and management of, with discretion and tact, sensitive information related to employees, and initiation of changes associated with personnel events such as job changes or salary actions as directed by the Director of Operations.

• Manage operational activities relating to the hiring of new department personnel and reappointments, working with the Division of Human Resources and the Payroll office to ensure proper onboarding of new staff utilizing Workday. Ensure personnel are kept informed of SERC/AIRC travel and business processes and procedures required by the SERC IDIQ contract.

• Responsible for SERC/AIRC events and activities, including event planning, budgeting, and execution.

• Coordinate and manage small and large in-person and virtual events in various locations across the U.S. including:

• Find venue and caterer (soliciting RFPs when necessary), and process contracts, agreements, and payments for each.

• Confirm conference room space and coordinating activities and write and copy agendas.

• Collaborate with SERC/AIRC Communications team on graphic design, production, and printing, and events merchandise orders.

• Coordinate the logistics for shipping supplies and staff travel to event locations.

• Manage registration process for events as needed.

• Manage on-site return shipping and clean-up for events as needed.

• Plan SERC/AIRC participation in domain-relevant conferences.

• Maintain SERC/AIRC's Event Planner spreadsheet.

• Maintain SERC/AIRC Event Spending Summary.

• Serve as a travel delegate for SERC/AIRC leadership and senior staff, as requested. This includes: preparing travel authorization requests, booking travel, and preparing expense reports; preparing detailed travel itinerary, including information about appointments, reports, and travel directions.

• Additional tasks as requested.

Qualifications & Requirements

Bachelor's degree in business, human resources or a related field with coursework in business, accounting, human resource management, professional writing, psychology, and industrial relations.

2-3 years experience in related activities, and prior experience in a university central or departmental business office.

Working knowledge of Concur, Workday and the Microsoft suite, including significant proficiency in Excel is required.

Proficiency in KFS is a plus.

Knowledge and understanding of regulatory compliance with regards to events and travel as it pertains to the SERC IDIQ contract.

ADDITIONAL INFORMATION

This position requires access to information that may be subject to export control requirements. Successful candidates must be qualified for such access without an export control license. As a result, U.S. citizenship or LPR (Lawful Permanent Residence) is required.

Department

SERC and AIRC

General Submission Guidelines

To be considered a candidate for any job at Stevens, you must submit an online application. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.

Department

Program Operations SERC

General Submission Guidelines:

Please submit an online application to be considered a candidate for any job at Stevens. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.

Academic Submission Guidelines:

Please submit:

• Cover letter

• Curriculum vitae

• Research statement

• Teaching statement that includes a) teaching interests, b) teaching philosophy, and c) a plan on how to create an inclusive environment for students of all backgrounds in terms of classroom teaching, student advising, and graduate student mentoring

• Contact info for at least 2-3 references (school-specific; please refer to job posting)

Still Have Questions?

If you have any questions regarding your application, please contact Jobs@Stevens.edu.

EEO Statement:

Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status.

Stevens is building a diverse faculty, staff, and student body and strongly encourages applications from people of all backgrounds. Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes.

NSF ADVANCE Institution Stevens values diversity and seeks candidates who will contribute to a welcoming and inclusive environment for students, faculty, and staff of all backgrounds. We are an NSF ADVANCE institution committed to equitable practices and policies and strongly encourage applications from women, racial and ethnic minority candidates, veterans, and individuals with disabilities.

Jeanne Clery Disclosure:

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