Administrative Specialist, Academic Appointments

Contract to Hire - Administrative Specialist Our client, a prestigious research institution, is seeking a highly organized and proactive contract to hire Administrative Specialist to support their Human Resources department. In this pivotal role, you will manage a wide range of administrative functions related to academic appointments, research programs, and faculty support. If you excel at multitasking, resolving complex issues with discretion, and thrive in a dynamic environment, this opportunity offers a chance to contribute to impactful scientific endeavors and advance your career in academia and research administration.

Compensation Range: $84,000 to $100,000 annually (permanent) / $40 to $45 per hour (temporary)

Responsibilities

• Drive the operational efficiency of academic appointment programs by coordinating appointments, documentation, and compliance requirements.
• Cultivate relationships with internal teams and external partners, acting as a primary point of contact for academic personnel and stakeholders.
• Curate and produce engaging presentation materials, reports, and newsletters to communicate program updates and institutional initiatives.
• Oversee the full lifecycle of visa and work authorization processes for international scholars, ensuring adherence to federal and institutional regulations.
• Administer stipends, budgets, and benefits, ensuring accurate payments and offering guidance on financial planning for early-career researchers.
• Facilitate onboarding and orientation activities for early-career researchers, managing all aspects from documentation to first-day integration.
• Coordinate travel arrangements, reimbursements, and logistical support for staff and visiting scholars.
• Organize and execute campus events, seminars, and workshops to promote community engagement and professional development.
• Maintain meticulous records of fellows, applications, and program data, generating reports to monitor progress and outcomes.
• Support the development and submission of grant proposals, ensuring all administrative components are completed accurately and efficiently.

Requirements

• Bachelor’s degree in Business Administration, Human Resources, or a related field.
• Proven experience in research administration, university operations, or similar environments supporting faculty and research programs.
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and database management.
• Exceptional organizational skills and the ability to manage multiple priorities under tight deadlines.
• Knowledge of U.S. visa and international scholar compliance procedures.
• Excellent communication skills, both written and verbal.
• Ability to work onsite five days a week at our client’s Cambridge, MA location.
• Availability to start immediately and a flexible schedule to accommodate event planning and meetings.

Our Commitment to Inclusion & Belonging The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.

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