Office Coordinator Office of University Life and Community Engagement

Rockefeller University · United States

Reporting to the Vice President for University Life and Community Engagement, the ULCE Office Coordinator provides administrative, operational, and programmatic support for the Office of University Life and Community Engagement (OULCE). The position serves as a central point for coordinating office operations and supports community engagement initiatives, events, and programs that serve students, postdoctoral fellows, faculty, and staff.

The Office Coordinator plays a central role in advancing the office's work by serving as a key connector across people, programs, and operations. This position helps create a seamless and welcoming environment by coordinating schedules, meetings, events, and office operations, while also supporting the planning and execution of initiatives that strengthen campus engagement and community life. The role offers the opportunity to collaborate with a wide range of stakeholders, contribute to high-impact programs, and help bring ideas from concept to implementation. Success in this position requires strong organizational and communication skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced and collaborative environment.

Principal Responsibilities include, but are not limited to, the following:

Executive and Administrative Support

• Manage the Vice President’s calendar, including scheduling meetings, coordinating logistics, and resolving scheduling conflicts.
• Coordinate meetings and events, including room reservations, catering requests, audiovisual needs, and meeting materials. Assist with travel arrangements, expense reconciliation, purchasing, and other administrative processes.
• Prepare correspondence, presentations, reports, and meeting materials as requested.
• Monitor shared inboxes and respond to or route inquiries appropriately.
• Serve as the primary coordinator for office operations and administrative functions. Manage office supplies, equipment, inventory, and purchasing needs. Coordinate deliveries, shipments, and vendor services.
• Support onboarding logistics for staff, fellows, interns, and student employees as needed.
• Develop and maintain administrative procedures that improve office efficiency and effectiveness.

Program and Event Support

• Coordinate logistics for office programs, workshops, trainings, and community engagement events. Manage participant registrations, communications, attendance tracking, and event follow-up.
• Assist with program communications, newsletters, promotional materials, and website updates.
• Maintain program records and support data collection and reporting activities.
• Serve as a project coordinator for selected programs and initiatives under the direction of office leadership.
• Support graduate student and postdoctoral programming through event coordination, participant engagement, and logistical support.
• Perform other duties as assigned.

REQUIRED QUALIFICATIONS:

• A bachelor’s degree and at least two (2) years of relevant professional experience are required.
• Prior experience providing administrative or executive support in a professional environment. Must possess strong organizational and project management skills, as well as excellent written and verbal communication skills.
• A demonstrated ability to manage multiple priorities with accuracy and attention to detail. Able to work independently and exercise sound judgment.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office Suite and standard business software applications.

PREFERRED QUALIFICATIONS:

• Prior experience working in higher education, nonprofit, research, or academic environments.
• Previous experience coordinating events, programs, or community engagement initiatives.
• Previous related experience supporting senior leaders or executives, including managing calendars and coordinating complex schedules.
• Familiarity with budget tracking, purchasing, and administrative operations.
• Experience working with students, trainees, faculty, or staff populations is highly desired.

The Rockefeller University is an equal opportunity employer – veterans/individuals with disabilities. Qualified applicants will receive consideration for employment without regard to characteristics protected by applicable local, state, or federal law, including but not limited to disability and protected veteran status.

The salary of the finalist selected for this role will be determined by various factors, including but not limited to organizational budgets, qualifications, experience, education, licenses, specialty, and training. The hiring range provided represents The Rockefeller University's good-faith and reasonable estimate of the possible compensation range at the time of posting.