Summary
Description
The Geological Society of America seeks to hire an Administrative Coordinator – Operations.
The Geological Society of America is seeking an Administrative Coordinator – Operations to join our Team!
About Us
The Geological Society of America (GSA) (https://www.geosociety.org) unites a diverse community of geoscientists in a common purpose to study the mysteries of our planet (and beyond) and share scientific findings. Members and friends around the world, from academia, government, and industry, participate in GSA meetings, publications, and programs at all career levels to foster professional excellence. GSA values and supports inclusion through cooperative research, public dialogue on earth issues, science education, and the application of geoscience in the service of humankind.
GSA is an Equal Opportunity Employer, and GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business organization and are valued for their skills, experience, and unique perspectives. This commitment is embodied in our organizational policies and the way we do business at GSA, and it is an essential principle of sound business management. Please see GSA’s Commitment to Diversity.
The Job
As our Administrative Coordinator – Operations will play a crucial role in providing comprehensive administrative support within the Boulder, CO office, primarily reporting to the Chief Operating Officer. This role will extend support to other GSA senior leadership as needed. Your key responsibilities will include ensuring effective communication, managing project implementation, and overseeing various administrative tasks such as drafting correspondence, arranging travel, and project management support. The role demands direct interaction with GSA leadership and stakeholders, requiring exceptional responsiveness and customer service. The Administrative Coordinator is also instrumental in developing and refining processes to ensure priorities are met, organizational goals are achieved, and GSA policies and best practices are upheld.
Key Essential functions include but are not limited to:
- Provides primary administrative support to the Chief Operating Officer. Offers support to other senior leadership as required.
- Manages calendars, scheduling, travel arrangements, and reimbursement processes for the Chief Operating Officer and others as assigned to ensure smooth and efficient planning.
- Supports a variety of meetings, including those of the GSA Publications Committee, through planning, scheduling, preparing agendas, gathering needed materials, taking minutes, and following up on action items.
- Facilitates communication by drafting and editing correspondence, reports, presentations, and other documents, ensuring accuracy and professionalism.
- Assists with research, data collection and analysis, and project management tasks
- Engages with GSA’s associated societies, sections, and divisions, program applicants and participants, and other partners through effective communication, including email correspondence, notifications, and phone calls, to foster strong relationships.
- Contributes to the success of GSA Connects and Section meetings and the GSA presence at other tradeshows and events through the preparation and inventory of materials, organizational and scheduling tasks, and support of a variety of activities, ensuring a well-organized execution.
- Maintains files, project and budget tracking sheets, and archival materials.
- Supports in-person Operations and Publications needs upon request, including digitizing, archiving, packing, shipping, inventorying, and sorting.
Additional Duties Include:
- Participating in GSA staff/team meetings, various committee meetings, and external engagements as required, with an emphasis on active virtual attendance via platforms like Zoom.
- Flexibility to take on other duties as assigned to support evolving organizational needs.
- Other duties as assigned.
Knowledge, Skills, and Abilities
- An Associate’s degree is required, though additional education or certifications will be favorably considered. At least two years of relevant administrative experience is preferred.
- Dedication to continuous learning, professional development, and innovation, actively seeking opportunities to enhance skills and contribute to the advancement of the organization.
- Highly detail-oriented with a commitment to accuracy and the ability to produce precise work consistently.
- Very strong organization skills, with the ability to prioritize tasks, meet deadlines, and manage multiple projects at once.
- Proficiency in MS Office, Adobe, Google Suite, and online meeting platforms like Zoom is essential. The ability to quickly adapt to new software and systems is required.
- Exceptional verbal and written communication skills are necessary, alongside proven ability in executive-level customer service.
- Initiative, critical thinking, creativity, analytical reasoning, and effective process management.
- Ability to work both independently and collaboratively, with a professional demeanor and the capacity for mature judgment in interactions with all levels of society members, staff, and external contacts. Skills in building and maintaining diverse and multicultural relationships are crucial.
- A background or strong interest in geoscience and experience in non-profit or association settings is preferred.
- Required ability to maintain confidentiality and effectively organize and prioritize numerous tasks and deadlines.
- The highest ethical standards and strong commitment to upholding GSA’s scientific integrity initiatives and RISE policies are required.
Working Environment/Physical Requirements
- Extensive computer work – six or more hours per day, multiple projects and multiple deadlines that create a demanding work environment are standard.
- Office Presence-Required 1-3 days per week in Boulder office.
- Remote Work Flexibility: FlexFirst policy for remote work, ensuring productivity and work-life balance.
- Travel: Requires occasional national and potential international travel.
- Physical Requirements: The role requires handling materials up to 40lbs for office setup and event preparation.
- Stand and/or walk for long periods of time while on-site at meetings.
An ideal candidate will have at least two years of administrative experience and an associate’s Degree.
The opportunity is a full-time, non-exempt, flexible position with a desired base in Boulder, CO, Headquarters, and a Hybrid work schedule. The hourly range is $25.00-$27.40 per hour, which is $52,000 – $65,000 when annualized. GSA provides excellent benefits, including medical, dental, and vision along with sick and vacation time off. These include 11 paid holidays, life insurance, 403(b) retirement, and opportunities for professional development. Additional recognized time off includes Juneteenth and Indigenous Peoples Day in 2025.
If you are interested in this position, please review the full job description and submit a cover letter, resume, and three professional references; please click here. The anticipated start date is January 13, 2025 or sooner.
Interested candidates are strongly encouraged to apply immediately. This posting will close on December 20, 2024.
GSA is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience, and unique perspectives. This commitment is embodied in organizational policy and the way we do business at GSA, and it is an important principle of sound business management.
Equal Opportunity Employer: minority/female/disability/veteran.
