Administrative Coordinator

Job Description:

Brown University’s School of Engineering is seeking an Administrative Coordinator to support our academic and research programs.

Provide research and academic administrative support to faculty, appointees, staff, and students in the School of Engineering (SoE). Responsible for coordinating the purchasing of scientific laboratory equipment, course, and office supplies from external vendors with a purchasing card (P-card) and through the Brown Buys Marketplace, the University’s online purchasing catalog. Transactions initiated via Workday include travel and purchase reimbursements, purchase orders, credit adjustments for returns, Pcard allocations and computer purchases. Process Professional Service Agreements (PSA), software licenses, and all other contracts through the Brown Contract Management System (BCM). Process Internal Purchase Requisitions (IPR) for faculty, postdoctoral fellows, staff, and students. Coordinate and reconcile monthly financial transactions and maintain accurate records. Coordinate logistical support for weekly seminars, workshops with multiple attendees, breakout session coordination, and other academic events (i.e. hospitality arrangements and travel reimbursements for visitors and presenters following government guidelines for international visitors). Coordinate course materials for faculty through Canvas. Provide administrative and general office support services for the School and assist in projects as needed. Schedule various meetings using different software upon request.

The successful candidate, as a minimum, should have the following background:

Education and Experience

Associate's degree with a minimum of 2-3 years of related administrative experience, or equivalent combination of education and work experience.

Experience in an academic or non-profit setting preferred.

Prior financial experience preferred.

Job Competencies

Computer proficiency and experience working with spreadsheets, presentations, databases, and enterprise systems such as Workday preferred.

Complete working knowledge of Microsoft Office Suite required, and Google products.

Excellent administrative, customer service and organizational skills with the ability to work independently and with a team.

Excellent communication and interpersonal skills, plus ability to maintain confidentiality.

Ability to organize and prioritize workload in a multi-task environment while maintaining careful attention to detail.

Ability to research, analyze and summarize information.

Ability to work under pressure and exercise tact, discretion, judgment and ability to prioritize task completion.

Ability to effectively support and serve a diverse population and handle confidential information with discretion.

This position requires a strong commitment to promoting diversity and inclusive campus community.

Emphasis on accuracy when working with numbers.

Ability to be cross trained to distinguish between the University's Office of Sponsored Projects federal grants, non-federal grants, Gift Accounts and University funded accounts.

Maintain knowledge of University and various funder policies and procedures as they relate to purchasing, travel, and reimbursements.

aintain an ongoing knowledge of evolving rules across areas; Controller’s Office including travel for grants and university funded sources, foreign nationals’ requirements, annual spending guidelines, and preferred vendor information, SoE Research, SoE Finance, Brown Buys, Brown Contract Management, PSA’s. Extensive correspondence with many offices

Please submit a cover letter, specifying which position you are applying to and a resume with your application.

All offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown University.

For current information on Brown's vaccine requirements and other community health matters, please refer to the Healthy Brown website.

Why Brown?

Brown University is a leading research university that is distinct for its student-centered learning and deep sense of purpose. Our students, faculty, and staff are driven by the idea that their work will impact the world.

Brown University offers a flexible work/life balance, summer hours, winter break, and a comprehensive Benefits package, including time off and annual paid holidays. Benefit offerings include health, dental, vision, tuition assistance, retirement, wellness, employee discounts, and more.

Benefits of Working at Brown:

Please review additional information on the Benefits of Working at Brown.

Recruiting Start Date:

2026-10-09

Job Posting Title:

Administrative Coordinator

Department:

School of Engineering

Grade:

Grade 8

Worker Type:

Employee

Worker Sub-Type:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

37.5

Position Work Location:

Hybrid

Submission Guidelines:

The designated Position Work Location for each position determines the approved modality of work. Positions are classified based on the operational and business needs of the department and may be designated as on-site, hybrid, or remote.

Employees with a designated position work location as remote must reside and perform their work in a state where Brown University is registered to do business. Brown University is a registered employer in the following states: Rhode Island, California, Colorado, Connecticut, Florida, Maryland, Massachusetts, New York, New Hampshire, New Jersey, North Carolina, Washington, D.C.

Please note that to be considered for a staff position at Brown University, you must submit a separate application for each position you wish to be considered for. Applications are reviewed only for the specific position to which they are submitted and are not automatically considered for future openings.

This position is not eligible for visa sponsorship.

Still Have Questions?

If you have any questions you may contact employment@brown.edu.

Brown is an E-Verify Employer.

EEO Statement:

Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, in the administration of its policies, programs, and activities. The University recognizes and rewards individuals on the basis of qualifications and performance. The University maintains certain affirmative action programs in compliance with applicable law.

About Us

Welcome!

Founded in 1764, Brown is a leading institution for education, discovery, and global intellectual progress as well as one of the largest employers in Rhode Island. Working at Brown brings more than just a paycheck and generous benefits; it offers an opportunity to contribute to a greater good. Join us in supporting the pursuit of knowledge and individual growth that defines higher education and enriches our community.

Additional Information:

Salaries for new hires at Brown usually fall between the minimum and midpoint of the salary range for the position grade. More information about our salary ranges can be found here.