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Project Coordinator

Full-time, 40 hours
Hiring Range: $62,000 - $79,200
Paygrade: Minimum $58,450, Midpoint $76,948, Maximum $95,445

Position Description

PROJECT COORDINATOR: Department of Mathematics is seeking an individual with strong writing, multimedia and project management skills to lead and manage the department's building operations, facilities, and space-planning efforts and health, safety, and security initiatives. Develop all written, print, publication, promotion, advertising, and marketing materials related to graphic design, communications, and other creative and written assignments for department project (s). Integral role in the department's headquarters office's day-to-day operational and administrative duties and execute strategic projects with broad impact. May coordinate and guide the work of others on routine activities.

Principal Duties and Responsibilities (Essential Functions**):

Communications and Writing

• Write, produce, and edit materials in collaboration with Math faculty and staff.
• Assist with the design and development of all print, publication, promotion, advertising, and marketing materials for the Department of Mathematics.
• Develop and maintain the department’s visual and branding guidelines.
• Create a variety of communications assets and provide advice on and stay current with design issues and best practices.
• Research and develop written content for Math publications, the website, and other channels
• Curate and maintain current knowledge of faculty bios and research
• Translate research into accessible language
• Support content development for, builds, and reports on department material
• Package content for various channels, such as social media and the website
• Identify creative ways to tell stories of impact.
• Incorporate feedback and manage the review process
• Review and edit materials and documents written by others for consistency, effectiveness, grammar, tone, and accuracy.

Space and Facilities

• Serve as Environment, Health, and Safety (EHS) coordinator and Emergency Preparedness Coordinator (EPC); prepare department response plans and coordinate education and planning for department members; and serve as the primary liaison between the unit and MIT’s safety and emergency response professionals.
• Work with senior leaders to oversee operations related to the health, safety, and security matters of the department
• Lead and manage the department’s building operations, facilities, and space-planning efforts.
• Oversee Buildings 2 and 4 (Building 4 as related to the Mathematics Department) to assess physical conditions and liaise with MIT central offices for cleaning, repairs, and maintenance requests.
• Manage access to Math buildings, MIT card tap access, and physical room keys for department members and visitors.
• Manage database and advise on office assignment and space allocation matters, coordinate and track
• renovations. Facilitate office moves and cleanouts.
• Monitor & design building bulletin boards according to MIT postering policies.
• Oversee building security through the Access Control Dashboard.
• Serve on the space planning and IT committees within the Department for quality control.
• Oversee equipment and building needs (ex, food and beverage machines, recycling, wall art, etc.)
• Serve as for the Department.
• Assist with department-wide events if needed (ex: room set-ups and furniture moves).
• Disseminate information about department initiatives.

Administration

• Manage vendor coordination, financial transactions, and timelines related to projects.
• Provide coverage for Math Headquarters, including front desk coverage and backup receptionist responsibilities when needed
• Handle a variety of other administrative duties as assigned

Qualifications & Skills:

• Writing experience: The successful candidate must be an experienced, talented writer and editor who can work on deadline in a fast-paced environment while managing multiple projects. Versatility as a writer: must be able to communicate well using various styles and media. Excellent communication skills (written and oral) and ability to build positive relationships with a wide variety of individuals and stakeholders within the school and across the institution.
• Project-management experience: Must have project management experience. Ability to work independently and use sound judgment in decision-making, including setting and managing priorities and meeting competing deadlines. Flexibility in handling and prioritizing multiple projects simultaneously.
• Creativity, collaboration, and problem-solving: Creative problem-solving and collaboration skills. Desire to work in a fast-paced environment and ability to adapt to changing priorities, as well as evolving technology platforms. Successful experience as both an independent and team player is critical.
• Ability to exercise discretion, maintain confidentiality, and present a strong service orientation is necessary.
• Must be detail-oriented, highly analytical, demonstrate initiative, possess strong networking skills, and have the ability to build and maintain relationships across the institution.

REQUIRED: bachelor’s degree; two years’ related experience. Experience (or equivalent combination of education and experience) in writing and editing in a professional setting; Samples of writing and multimedia are required; meticulous attention to detail and eye for design, layout, color, and typography; excellent organizational, project management, problem-solving, interpersonal, and visual design, and oral and written communication skills; basic understanding of facilities issues, including building systems; ability to read, interpret, analyze, and create design documents, including architectural blueprints, shop drawings, and sketches; strong computing and technical skills, including proficiency with Adobe Creative Cloud (Photoshop, InDesign, Illustrator) and Microsoft Office. Must be able to manage multiple and sometimes conflicting projects/tasks simultaneously and meet deadlines; and work independently, with staff at all levels, and as a member of a productive, collaborative, and goal-oriented team in a fast-paced and complex environment. Work may require moving objects weighing 10 to 20 lbs. Work may require traversing long distances or moving from site to site.

Preferred: Translating complex science or policy concepts to audiences with varying levels of knowledge about the subject matter. Knowledge of MIT purchasing, financial, and operational systems.