Administrative Coordinator

In AAAS's gold open access journal Science Advances, the Administrative Coordinator reports directly to and works closely with the Editor and plays a wide range of critical roles in the day-to-day administrative tasks of the journal.

What You'll Do

• Manage the Editor's calendar and schedules appointments
• Prepare and process invoices for monthly AMEX statements and board reimbursements
• Manage contracts for the Editorial Board including annual renewals and new editors
• Responsible for preparing and submitting the annual honoraria payments for the 400+ editors on the board
• Provide organizational assistance for team file management, helps to prepare reports and documents
• Takes detailed meeting minutes
• Update editorial board website and Airtable resources
• Schedule all board meetings
• Help to organize and support the annual Executive Committee in-person meeting
• Other general support as needed

Minimum Requirements

• A minimum of a bachelor's degree and 1-2 years of experience, or complimentary relevant work experience (4-5 years). Recent college graduates considered.
• Experience with project management and demonstrated ability to meet multiple deadlines
• Proven skillset managing calendars and scheduling appointments
• Professional and strong written and verbal communication skills needed
• Strong organization, multitasking, time management, and conflict resolution skills needed for juggling many diverse tasks
• Ability to work both independently and collaboratively
• Eagerness for developing new knowledge and skills related to job duties
• Strong working knowledge of MS Office and Adobe software
• Ability to adapt to new tasks, workflows, and tools in a changing organizational environment
• An understanding of the publishing industry is a plus
• Some working knowledge of HTML

Application Process

Submit a resume and cover letter outlining qualifications and interest in the position by February 2, 2025. Applications are reviewed on a rolling basis. A Recruiter will contact you with next steps if you are selected for an interview.

The anticipated initial rate of compensation for this position is $52,000 per year. AAAS currently provides the following benefits for this position: paid vacation leave, paid sick leave, paid holidays, health insurance, flexible spending account, dental insurance, life insurance, vision insurance, retirement benefits, short- and long-term disability, each subject to the terms of the applicable program. Additional benefits may apply.

Any actual offer of employment, reflecting the total compensation package and benefits, will be made in the sole discretion of AAAS and will be based on a variety of factors, including years of experience, depth of experience, and other relevant factors. AAAS reserves the right to amend or modify its employment benefits and compensation structure at any time.

AAAS is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, gender identity, national origin, age, disability, veteran status, or other protected category. AAAS uses E-Verify to confirm the employment eligibility of all newly hired employees. No visa sponsorship is available for this position.

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The American Association for the Advancement of Science (AAAS) does not accept unsolicited agency resumes. Any unsolicited resumes sent to AAAS from a third party, such as an agency, including unsolicited resumes sent to an AAAS mailing address, fax machine or email address, directly to AAAS employees, or to the AAAS resume database will be considered AAAS property. Verbal or written communications from any employee of AAAS shall not be considered binding obligations. AAAS Human Resources is the only AAAS representative authorized by AAAS enter into any employment agreements with any third party. AAAS will not pay a fee for any placement resulting from the receipt of an unsolicited resume.