TITLE: Administrative Associate, Office of Applied Complexity (OAC)
REPORTS TO Vice President for Applied Complexity (VPAC)
STATUS: Staff hourly, full time (37.5 hours/week)
TERM: 2-Year Initial Appointment
This position serves as a key administrative resource for VPAC and the OAC team. The Administrative Associate is responsible for ensuring the OAC is compliant with all internal policies concerning invoicing, reimbursements, billing, etc. The Administrative Associate will coordinate Zoom and provide other technical support for OAC’s external and internal meetings. This person will also provide administrative assistance to VPAC. The Administrative Associate will engage in editing work (both written and video), and help manage externally contracted editors as needed. Finally, this person will serve as one of our office’s “novel problem solvers.”
The Office of Applied Complexity (OAC) is an extremely dynamic and responsive team. The core “job description” is to spend 37.5 hours per week working vigorously and meticulously to support the OAC’s mission to foster valuable connections between OAC and (i) SFI Science and scientists and (ii) decision-makers, practitioners, and donors. The following lists represent the expected responsibilities given the current state of the world. As the external world and the internal SFI environment change, so too will the responsibilities and tasks of this position.
Administrative Assistant Duties (~25%)
- Support scheduling for VPAC
- Assist VPAC with email triage and responses
- Provide administrative support, including but not limited to printing, mailing, proofing, and layout for VPAC communications
- Work to ensure VPAC’s compliance with internal policies relating to finance
- Credit card statements, travel reimbursements, etc.
- Maintain administrative interface with other departments, including Finance, HR, Facilities, and the President’s Office
- Use InDesign for design and document support (with guidance/templates from SFI Design Manager)
- Maintain the department’s calendar (in addition to the VPAC’s)
- Enter new contact data into Salesforce
- Monitor all Letters of Agreement (LOA) at the department level and coordinate with members of OAC and other departments as necessary to ensure LOA compliance at the group-level
- Support Applied Complexity Fellows in compliance with internal policies
- Other support tasks as required
Logistical Event Support (~25%)
- Serve as a primary staff logistics coordinator for digital and onsite OAC events
- Set-up and run Zoom (or alternative future platform) for all OAC events and meetings
- Work with OAC teammates to develop and deploy customized, new or novel configurations of Zoom (or alternative future platform) features to increase meeting effectiveness
- Work with OAC teammates to collect and analyze residual data from virtual meetings, with an eye towards supporting a continuous process of quality improvement
- As needed, coordinate events with internal departments such as Event Services Office, Facilities Office, and external contacts/companies such as caterers (as needed), restaurants, hotels, shuttle/transportation firms, etc.
- Communicate logistics with counterparts from sponsoring partners and participants when needed or appropriate
- Communicate relevant logistical details with event faculty/staff
- Process relevant paperwork to ensure timely reimbursement and/or honorarium payments for event faculty/staff and other facilitators who participate in Studios and other onsite OAC events
- Be present at select Santa Fe based events ( e.g. Studios, Symposia, InterPlanetary Festival, and others) to help as needed
- Monitor and support invoicing to select OAC events
- Use InDesign (or future approved document editing software) for internal design and document support (in-line with SFI style guidelines/templates)
- Use video and audio software editing packages to make basic edits to (OAC) event videos as directed
- Collaborate with broader SFI team to help support and better leverage SFI Science’s rapidly growing video library
Novel Problem Solving (~25%)
- Given the dynamic nature of our work and office, there are always novel logistical problems to solve: From where can we order gift baskets?; Who can be hired to lead a tour of Canyon Road art galleries?; Who will laser print logos on fountain pens?; Who provides the right suite of customizations on automated translation services?; etc. The list always changes, but whoever accepts this position should expect to spend a significant chunk of their time-solving novel problems.
- Ability to juggle multiple projects with a high level of accuracy
- Outstanding communication skills, over the phone, via email, and in-person, with our partners and internal departments
- Strong sense of urgency and problem-solving skills
- Consistent forthrightness
- Attention to detail
- Good judgment and discretion
- Approaches change with enthusiasm
- Excellent computer skills including
- MAC/PC proficiency
- Experience with at least one type of digital editing preferred (document, video, or audio)
- Proficiency with, or demonstrable aptitude for, managing online services (Zoom, Slack, Salesforce)
TO APPLY e-mail PDFs of the following: 1) cover letter, 2) your resume, and 3) a list of three references to email@example.com. Please note in your subject line that you are responding to the “Administrative Associate, Office of Applied Complexity (OAC)” for Santa Fe Institute.
The Santa Fe Institute is an Equal Opportunity Employer. We actively seek and encourage applications from minorities, women, and people with disabilities.
We will begin reviewing applications on January 7, 2021