This position provides varied and complex administrative support to the Institute of Functional Materials and Devices (I-FMD), including event management, administrative management, communication and marketing, and budget management. The position will also support events and administrative needs of facilities and programs under the management of I-FMD, such as the annual Lehigh Microscopy School run by the Materials Characterization Facility (MCF) and events run by the Integrated Nanofabrication & Cleanroom Facility (INCF). The Coordinator will work with the I-FMD director, associate director, microscopy school director and the research engagement officer.
Position Number: S79400
This position is a Grade: 8 - 37.5 with an approximate salary range of $43,940-$52,740 and is subject to change based on experience, skills and qualifications.
Key Responsibilities:
• Manages day-to-day institute operations, providing coordination and monitoring of multiple projects and faculty research teams
• Manages planning, execution and follow-up for institution engagements, training and outreach activities, and workshops
• Maintains I-FMD email accounts, serves as the point of contact for external inquiries and makes appropriate connections with Lehigh faculty
• Coordinates collaborative partnerships across various research constituencies, including other multidisciplinary institutes such as the Institute for Cyber Physical Infrastructure and Energy (I-CPIE), the Institute for Data Intelligent Systems and Computation (I-DISC), the PIs in I-FMD, and external collaborators
• Supports the partnership initiatives and activities of the Research Engagement Officer
• Maintains database of I-FMD’s external collaborators
• Assists in the funding application process of team proposals by helping the preparation and organization of administrative documents, coordinating team meetings and reminding deadlines
• Prepares documents of I-FMD activities periodically as part of I-FMD’s annual reports
• Coordinates contract completion, required documentation, and background checks for external users to access MCF, INCF and other I-FMD associated user facilities
• Oversees the status external user contracts for MCF, INCF and other facilities
• Coordinates the collection, collation and printing of course and meeting materials including textbook ordering and course note printing
• Receives and processes registrations and prepares registration reports
• Manages and maintains program and event files and contracts
• Serves as primary contact and advisor for programmatic inquiries related to the programs and events for internal and external inquiries
• Provides logistical management for all programs including but not limited to program materials, technology assistance, speaker logistics, catering and other event logistics and communication with program participants
• Attends and assists in Institute workshops, seminars and program events in person, ensuring excellent customer service (including meal plans, parking and accommodation arrangements for LMS participants)
• Liaises with external lecturers and instrument manufacturers for short courses, meetings and workshops
• Develops and maintains the web sites for I-FMD events
• Recruits, trains and supervises student workers to assist I-FMD operations.
• Maintains and updates I-FMD and associated programs websites and social media accounts
• Tracks, reconciles, and maintains budget accounts, compiles budget information, analyzes/reconciles accounts, and prepares status reports for events and programs
• Assists Director and Business Manager in developing budget model and exercises resource management for events
• Maintains appropriate financial documentation for budgetary purposes, including invoices, inflows of cash and disbursements and tracking of actual expenditures vs. budget
Qualifications:
• Associates or Vocational/Technical Degree in Business or Accounting; Bachelor's Degree preferred
• Five to eight years of related work experience
• Experience with organizing conferences
• Financial accounting experience
• Ensuring accuracy in complex administrative tasks, budget management, and event logistics for high-profile programs like the Lehigh Microscopy School
• Building relationships with faculty, researchers, industry partners, and facility users while maintaining professional correspondence
Lehigh University is an equal opportunity employer and does not discriminate. We are committed to a culturally and intellectually diverse community and we seek qualified candidates to contribute to the university’s mission. Lehigh University offers a comprehensive and family friendly benefits package which includes but is not limited to Health Care, Retirement and Educational benefits. Information can be found on our website.
Persons with disabilities who anticipate needing an accommodation for any part of the interview or hiring process may contact Lehigh's Accommodations Specialist.
• This position has direct contact with minors, therefore, a background check is required.
Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position.
Only complete applications will be considered therefore please complete the application in its entirety. Once the posting is removed from the website applications may no longer be allowed to be completed.
