Administrative Coordinator of Academic Programs

The Foundation for Advanced Education in the Sciences (FAES) Inc. is an entrepreneurial non-profit organization located at the National Institutes of Health in Bethesda Maryland which conducts advanced educational programs and activities to promote the productivity and attractiveness of professional life on the NIH campuses. FAES programs complement the work of NIH in accomplishing its mission of research and training in the biomedical sciences and FAES seeks to continue to create and sustain cutting-edge programming in all operational areas. We provide full-service event and conference management services as well as limited housing for members of the NIH community and affiliated organizations.

Position Description:

The Administrative Coordinator of Academic Programs provides administrative and customer service support for the Academic Programs Department at FAES. This position requires basic administrative skills and dedication to providing superior customer service. This is a full-time on-site position that requires employees to work at the FAES Administrative offices in Bethesda MD Monday through Thursday and occasionally on Friday: providing email telephone and in-person face-to-face support to FAES students and faculty during the regular business hours of 8:30am to 4:30pm. The Administrative Assistant will occasionally work on or off-site outside of standard business hours to support evening in-person courses workshops or other FAES initiatives

Responsibilities include but are not limited to:

• Provide and support administrative duties for the department.
• Provide on-site support and services for students and faculty.
• Provide occasional on-site support for courses and workshops this may be after regular business hours.
• Provide occasional off-site support for other FAES initiatives this may be after regular business hours.
• Respond to phone inquiries for the department.
• Respond to email inquiries for the department.
• Assist with data collection tasks using forms (e.g. Google forms Microsoft Forms Formstack) and drafting periodic reports using Excel and other platforms.
• Assist with tasks in registration system.
• Assist with tasks in learning management system including term management user enrollment course shell creation and basic course updates.
• Assist with drafting and sending out contracts and agreements.
• Assist with planning and coordination efforts for online and on-site department events.
• Assist with marketing initiatives.
• Record payments as needed.
• Support logistics such as sending invitations tracking registrations following up with participants and providing support as needed.
• Engage in ongoing professional development that will benefit both the employee and FAES.
• Other duties as assigned.

Qualifications:

• At least three years of experience in a customer facing administrative role.
• Excellent verbal interpersonal and written communication skills including proficiency in English.
• Excellent customer service skills.
• Proficient in Microsoft Excel Microsoft Word and other programs in the Microsoft Office Suite.
• Experience using student information system such as Destiny Solutions/Modern Campus is a plus.
• Experience using an LMS system such as Canvas a plus.
• Must be able to work on-site at the FAES administrative offices at NIH in Bethesda MD.
• Must be able to occasionally work after 5 p.m.
• Must be able to pass a federal background check.

Physical Activity Requirements:

Must possess mobility to work in an office setting and to use standard office equipment including a computer stamina to maintain attention to detail despite interruptions strength to lift and carry boxes weighing up to twenty-five (25) pounds and be seated for extended periods.

FAES is an Equal Opportunity Employer.

FAES provides equal employment opportunity for all applicants and employees. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race color religion gender gender identity marital status age disability veteran status sexual orientation national origin or any other category protected by applicable federal and state law or local ordinance. FAES also makes reasonable accommodations for disabled applicants and employees.