Note: The job is a remote job and is open to candidates in USA. The Hollister Group is a leading research institution seeking an Administrative Specialist to support Academic Appointments. This role involves managing essential functions that facilitate academic and research excellence, serving as a key point of contact for internal teams and external stakeholders.
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
Skills
- 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
- Experience in higher education or research environments
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