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  • Full Time
  • St. Louis County
  • Salary: $25.96 - $31.25 hourly
  • Organization Type: Other

Donald Danforth Plant Science Center

The Donald Danforth Plant Science Center has an immediate opening for a full-time, non-exempt Core Facilities Coordinator. The Core Facilities Coordinator will play a key role in ensuring the smooth and efficient operation of our core facilities, providing both administrative and operational support to our core facilities managers and directors. The ideal candidate will be a highly organized and proactive individual capable of handling multiple tasks simultaneously, streamlining processes, and collaborating across various teams. This position requires solid computer skills, excellent communication abilities, and the capacity to work independently while contributing to the overall success of the core facilities at the Danforth Center. The position is hybrid (on-site at least 3 days each week), allowing for both in office and remote work.

Key Responsibilities:

Administrative Support:

  • Manage and maintain calendars for Core Facilities leadership, coordinating meetings and appointments as needed
  • Take detailed meeting notes and follow up on action items to ensure timely execution
  • Manage Concur for travel arrangements, including the preparation of travel itineraries and processing of monthly expense reports
  • Handle payroll functions including timekeeping and preparation of personnel action forms to ensure timely and accurate processing
  • Assist with the management and tracking of various projects, ensuring deadlines are met and deliverables are completed on time
  • Order supplies for the core facilities, as needed
  • Other duties and special projects as assigned

Operational Support:

  • Oversee the new client onboarding process, coordinating with relevant teams to ensure seamless experiences for new clients
  • Determine standard pricing discounts for clients, including identifying small businesses
  • Collaborate with the Biosafety Team to ensure all required documents and safety training are completed
  • Work with the IP Team to collect necessary NDAs, agreements, and MTA/SOW documents
  • Facilitate the setup of client billing in collaboration with the Accounting Team
  • Serve as the primary point of contact for coordinating onsite visits, including facilitating client badge access when necessary
  • Manage the monthly billing process for Core Facilities, ensuring accuracy and timely submission to clients
  • Act as main point of contact for external customers
  • Work independently and proactively to streamline processes across multiple core facilities and improve operational efficiency
  • Other duties and special projects as assigned

Required knowledge, skills, and abilities:

  • Strong organizational skills with the ability to manage multiple priorities and deadlines
  • Excellent written and verbal communication skills, with the ability to work effectively across departments and with clients
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace; familiarity with Smartsheet, Adobe, and other project management tools is a plus
  • Attention to detail and accuracy in both administrative and operational tasks
  • Ability to quickly learn and adapt to new software and tools
  • Strong problem-solving skills and the ability to anticipate needs before they arise
  • Live the Danforth Center values: Collaboration, Diversity & Inclusion, Innovation, Integrity & Respect, Environmental Sustainability, and Stewardship

Qualifications:

  • High School diploma with five (5) years of relevant experience
    Additional certifications in office management, project management, or administrative support are a plus
  • Previous experience with billing processes and financial reporting
    Prior experience in a research or academic environment, preferably in core facilities or a similar setting, are preferred

Submission: