Administrative Coordinator

Job Description:Racing the Classics is a multi-year cohort-based fellowship funded by the Andrew W. Mellon Foundation. The Administrative Coordinator, working with the Fellowship Co-Directors and the grants administration team, manages the planning and execution of one two-week in-person summer seminar and an online academic year-long practicum per cohort.The Coordinator will serve as the main point of contact for non-academic queries. They will therefore regularly interface with fellowship faculty; current, past, and prospective fellows; and other constituents inside and outside the University, including vendors, in addition to the Fellowship Co-Directors. The incumbent is responsible for booking spaces on-campus; booking all travel and accommodation; researching and managing catering; and researching and making additional reservations. The Coordinator will also be in charge of disbursing funds for fellowship stipends and faculty honoraria; scheduling and troubleshooting Zoom practicum sessions; and, in dialogue with the grants administration team, tracking all expenses incurred over the term of the project. Lastly, the incumbent will provide assistance, as needed, with the following: design and circulation of application materials to the admissions committee; circulation of application materials and program advertisements to academic institutions, organizations, and departments; ordering and distributing materials related to the in-person summer seminar; and generating financial reports.This position is a fixed-term position; 10 hours per week, renewable every year, depending on funding source. This is a hybrid-eligible position based on the department’s requirements. Please note this position supports a 10-day seminar during which the incumbent will be expected to work fully onsite.Education and ExperienceAssociate’s degree with at least 3 years of administrative experience, or equivalent combination of education and experience.Prior experience in event coordination and expense tracking, preferably at the university level.Excellent organizational, administrative and time management skills.Experience coordinating/planning small in-person, virtual, and hybrid events.Experience tracking financial transactions.Excellent interpersonal, verbal, and written communication skills.Initiative and judgement to independently problem solve and prioritize while maintaining careful attention to detail and contributing to a collaborative team culture.Previous experience working with highly sensitive and confidential material.Ability to research, analyze and summarize information.Ability to multitask and prioritize workload.Highly proficient and continued interest in maintaining proficiency with Microsoft Suite or Google applications, Adobe, Workday, basic familiarity with web design, and virtual meeting applications (Zoom/Teams).Why Brown?Brown University is a leading research university that is distinct for its student-centered learning and deep sense of purpose. Our students, faculty, and staff are driven by the idea that their work will impact the world.Brown University offers flexible work/life balance; summer hours, winter break, and a comprehensive Benefits package including time off, annual paid holidays; benefits offerings including health, dental, vision, tuition assistance, retirement, wellness, employee discounts, and more. Read more about the benefits of working at Brown here.All offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown University.Benefits of Working at Brown:Information on the Benefits of Working at Brown can be found here.Recruiting Start Date:2026-04-17Job Posting Title:Administrative CoordinatorDepartment:Department of ClassicsGrade:Grade 8Worker Type:EmployeeWorker Sub-Type:Fixed Term (Fixed Term)Time Type:Part timeScheduled Weekly Hours:10Position Work Location:HybridSubmission Guidelines:Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.This position is not eligible for visa sponsorship.Still Have Questions?If you have any questions you may contact View email address on click.appcast.io is an E-Verify Employer.EEO Statement:Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, in the administration of its policies, programs, and activities. The University recognizes and rewards individuals on the basis of qualifications and performance. The University maintains certain affirmative action programs in compliance with applicable law. #J-18808-Ljbffr Brown University