Schaeffer Center Administrator and Communications Coordinator

CLASSIFICATION: Technician ( T3)

TYPE OF CONTRACT : CDD 4 to 5 months ( mid jan 26-mid may 26 or mid-june 26)

DEPARTMENT: Office of Academic Affairs

SUPERVISOR: Director of the Schaeffer Center for the Study of Genocide, Human Rights and Conflict Prevention (and any other person designed by the President)

POSITION OVERVIEW

Reporting to the Director of the Schaeffer Center, the Center Administrator will provide administrative and communication support to the Center The Center Administrator will often serve as the first point of contact with the Center and as such contribute to the visibility and notoriety of the Center.

RESPONSIBILITIES

• Facilitates and supports all administrative needs for the Center, including but not limited to collecting and distributing mail; coordinating maintenance needs; maintaining orderly electronic and hard copy files; creating work schedules and space assignments for users; coordinating and coding invoices and expense reporting for approval and signature.

• Designs, organizes, and implements administrative systems and procedures and performs all necessary support duties; operates a networked computer

• Liaises with the Department of Communications and particularly the University Webmaster to communicate the Center’s activities. Provides content and manages the website for events, conferences and fellowships.

• Ensures that the website is up to date with relevant event information, assists with creating Schaeffer Center publicity, content, and outreach documents.

• Gathers content for and designs the Center’s newsletters, annual reports, brochures, and other communication materials.

• Designs the Center’s communications strategies for our various publics (scholars, faculty, students, parents, alumni and so on), creating all Schaeffer Center publicity, content and outreach documents.

• Greets and directs visitors to the Center; provides telephone reception support; serves as the administrative liaison and contact with a variety of constituents related to the work of the Center.

• Provides assistance to researchers and guests using the Center’s video testimony archives. Liaises with Library Staff and security to reserve space, sets up equipment, provides an introduction to the archival materials, search strategies, and answers questions.• Monitors the generic e-mail address for the Center and responds to requests or channels them to the appropriate respondent; processes basic requests for information

• Schedules meetings and coordinates the use of space and resources for meetings and conferences; prepares meeting materials and keeps meeting minutes when necessary

• Assists with the management of events and international conferences including booking venues, hotel registration, catering, liaising with guest speakers, managing applications and registrations, preparing conference material, scheduling, liaising with media and technology support.

• Supports grant writing, sourcing grant opportunities, investigating potential grant partners, coordinating with Director grant writing, managing the application process.

• Participation to the transversal projects of the University and the Department

• Other appropriate duties may also be assigned as requested by the Supervisor and according to the needs of the Department.

QUALIFICATIONS

• Bachelors Degree.

• Solid computer skills in a PC environment with the capability to master new software applications and technologies; excellent word processing and accurate keyboarding skills required; advanced understanding of Word and Excel.

• Professionally mature, motivated to learn, and flexible in response to shifting priorities.

• Ability to work under pressure, understand and follow policies and procedures.

• Proven ability to work independently as well as collaboratively on a team.

• C2 minimum in English and B2 in French.

How to Apply

To apply, Please submit a cover letter, CV/resume, and names of three references along with a writing sample (2-3 page maximum with confidential information redacted) to [email protected] and title the email in the following convention: “First and Last name – Schaeffer Center Administrator and Communications Coordinator CDD”. Any candidate who applies must have the appropriate work authorization for employment in France.