Administrative Coordinator, Science and Conservation

The Morton Arboretum’s Science and Conservation team is seeking a coordinator to play a key role in supporting the operational needs of a dynamic team dedicated to protecting and preserving the world’s trees. In this role, you will provide essential administrative support, manage logistics, coordinate grants and contracts, and facilitate collaboration across the department and beyond. You will handle a variety of tasks, including scheduling, travel arrangements, and event planning to ensure the smooth operation of our science and conservation efforts. If you’re a detail-oriented, organized professional who thrives in a collaborative environment, and you are passionate about supporting impactful scientific work, this position is for you!

Position Summary: 

Provide administrative support to the Science and Conservation division including the Vice President of Science and Conservation and other Science and Conservation leaders. Ensure efficient departmental operations by managing logistics, coordinating grants and contracts, and supporting cross-departmental collaboration.

Essential Functions: 

• Provide administrative assistance to the Science and Conservation division, including but not limited to, the Vice President of Science and Conservation, Director of the Center for Tree Science, Director of Global Tree Conservation, Director of Scientific and Government Relations, and Director of the Herbarium. Responsibilities include scheduling, expense reporting, travel arrangements, meeting logistics, and staff timecard reviewing.

• Support the preparation, routing, and tracking of contracts, grants, agreements, and other essential documents. Serve as a liaison with the Development and Finance Office teams to facilitate accurate and timely processing of grant applications, funding proposals, and other documents through institutional workflows.

• Support the tracking and reporting of departmental activities,  including coordination of weekly, quarterly, and annual reporting for the institution and the board of trustees.

• Coordinate the scheduling, logistics, and event planning for departmental meetings, symposia, visitor tours, and conferences held at the Arboretum and other locations. Tasks include booking meeting rooms, managing room setups, facilitating hybrid meeting arrangements, placing and tracking catering orders, and coordinating speaker travel arrangements.

• Support administrative needs of ArbNet, with a focus on facilitating the arboretum accreditation program application and renewal process.

• Act as a point person to maintain departmental systems and information and ensure alignment of departmental processes and systems, such as contact management and staff lists, and ensure alignment with other administrative staff across the organization including providing back-up coverage as needed. Assist staff with database contact management, newsletter coordination, and content updates on the Science and Conservation section of the Arboretum’s website

• Coordinate incoming requests for information, ensuring timely and accurate responses. Support the development of a consistent process for collecting and tracking departmental information.

• Oversee general office duties and support functions, including mail processing, package handling, supply and equipment ordering. Ensure the smooth operation and maintenance of office equipment.

• Represent Science and Conservation at appropriate meetings, develop and share meeting agendas (with guidance from S&C leadership), attend and record minutes of selected meetings as assigned, and complete appropriate follow-ups (task management, reports, correspondence) as needed. 

• Support the onboarding and training of new staff in administrative processes. Assist with the creation and maintenance of “How To” documents and institutional training resources.

• Demonstrate alignment with the Arboretum’s employee core values to be inclusive, take ownership, work together, keep learning, and make the Arboretum exceptional.

• Other duties as assigned.

Qualifications:

High School diploma or equivalent required. Associate degree preferred. 3+ years of relevant administrative experience required. Executive-level support experience preferred. Excellent administrative and organizational skills required in order to handle a variety of activities simultaneously and effectively. Advanced proficiency with Microsoft Office and Google applications required. Ability to use and/or learn software systems related to budgeting, project management, and contact management required (e.g., SalesForce, SmartSheets). Ability to handle confidential or sensitive information securely and professionally required.

Success Factors:

Detail-oriented, responsive, flexible, and accurate with strong multi-tasking skills and communication skills as well as the ability to work under pressure and prioritize multiple workstreams. Willingness to jump in and help colleagues on short notice. Ability to work in a team-based working environment both within the department and cross-departmentally. Ability to handle confidential records and information with discretion is essential. Professional deportment in interactions with staff, business executives and contacts, vendors, and visitors.

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Physical Demands: Requires some physical activity. May require prolonged periods of sitting.

• Work Environment: Office environment. Work is performed primarily indoors, although travel within building and grounds is required. 

• Equipment: General office equipment.

The expected hiring range for this nonexempt position is annualized at $53,000-$55,500 based on experience that will be evaluated during the candidate selection process. We believe in the importance of pay equity and consider the internal equity of our current team members as a part of the final offer. This position is also eligible for a competitive benefits package 

For full consideration, please include a resume and cover letter with application.

The Morton Arboretum is a champion for diversity, supporting a culture of inclusion that attracts, inspires, and engages people to achieve success. The Arboretum is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.  

The Morton Arboretum is dedicated to complying with our obligations as an equal opportunity/affirmative action employer. All applicants are guaranteed equal consideration for employment.