50% Event Planning
Coordinate all logistics related to events and activities across the 11 teams within OGPS, which includes the following:
- Select and reserve location/site.
- Coordinate and order catering/food orders.
- Manage registration and attendee tracking.
- Coordinate A/V arrangements and support for in-person, virtual, and hybrid events.
- Coordinate travel and lodging arrangements.
- Develop meeting agendas and travel itineraries.
- Coordinate with the OGPS Marketing Communications Specialist to create fliers and announcements for publication on the website and in the newsletter.
- Set up and wrap up for events.
- Purchase materials, track expenses, and reconcile budgets.
- Process and submit expense reports in a timely and accurate fashion.
10% Communication & Website Management
Manage the newsletter and website for the Neuroscience Graduate Program only, which includes the following:
- Maintain and update the internal Sharepoint website.
- Generate and distribute weekly news summaries.
- Coordinate with the OGPS Marketing Communications Specialist to request changes and provide event information for the external website.
- Onboard new faculty and students to the external website, internal Sharepoint website, and listservs.
10% Administrative Support
Provide administrative support to the faculty program directors with OGPS, which includes the following:
- Calendar management
- Travel arrangements
- Travel expense reports
- Meeting coordination
10% Office Administration
Manage the day-to-day tasks and operations of the office to ensure efficiency and productivity, which includes the following:
- Welcome and support visitors, students, faculty, and staff.
- Answer phone and office email.
- Provide information and directions and handle inquiries.
- Monitor and maintain the appearance of public and shared office space.
- Maintaining office calendar.
- Approve room scheduling requests.
- Order hosting and office supplies.
- Manage inventory of promotional items.
20% Special Projects & General Administration
Performs additional projects and administrative work, which includes the following:
- Responsible for the overall management, performance, and completion of ad hoc special projects related to the team's work.
- Collaborate with various team members on projects.
- Pursue professional development opportunities.
- Complete ad hoc administrational tasks.
- Perform additional duties and responsibilities as assigned.