Reports To: Executive Director, Biomanufacturing Training Center Oklahoma

The Oklahoma City Innovation District is looking for a full-time Senior Administrative Assistant/Project Coordinator to provide administrative support to the training center management and staff to ensure smooth and effective operations that meet the District’s biomanufacturing training center (BioTC Oklahoma) mission of providing a skilled biopharma workforce. This is a 40 hour/week paid, salary position.

The Innovation District, a 501(c)(3) organization founded in 2019, is a thriving, 1.3 square mile ecosystem of collaboration, innovation and economic growth located in historic, Northeast Oklahoma City. The District is surrounded by internationally acclaimed organizations spanning Oklahoma’s diverse sectors – healthcare, bioscience, aerospace & unmanned systems, specialized manufacturing, academia, technology and energy, and it stretches beyond its physical boundaries. The Innovation District reaches into Oklahoma’s “innovation pipeline” with resources, programming and state-of-the-art facilities to facilitate cross-industry collaboration through the convergence of scientists, researchers, academics and industry experts, all focused on sparking new ideas that create new business and new jobs to further Oklahoma’s economy.

BioTC Oklahoma is a state-of-the-art workforce training center for the biopharmaceutical manufacturing industry. BioTC Oklahoma will strengthen US resilience by diversifying geographic capacity for domestic production of critical goods which will also grow the regional economy. This center will enable access to specialized equipment, simulated environments, and curriculum that trainees require to gain competency in the latest industry processes, practices, and technologies, complementing existing education and training providers. This holistic approach will produce viable pathways for gaining stackable, industry-recognized credentials, including in non-degreed career pathways.

MINIMUM EDUCATION & EXPERIENCE:

• Associate degree in business administration or related field, or equivalent experience

• 2+ years’ experience in academic or administrative coordinator role

  • Proficiency with MS Office software suite

  • Experience with student information systems a plus

  • Experience with event planning and vendor relations also a plus

ESSENTIAL JOB RESPONSIBILITIES:

The Senior Administrative Assistant/Project Coordinator provides administrative support to the training center management and staff. This position is responsible for managing office communications, events, enrollment, records, and assisting with reporting and coordination of training center activities including:

• Provide administrative support to the Executive Director and the Director of Operations

• Manage phone calls, emails, correspondence, file organization and storage

• Coordinate meetings, teleconferences, events, travel arrangements as needed for staff

• Assist with formal report preparation, data entry, record keeping, and digital organization

• Maintain inventory of office supplies

• Assist training center instructors with lab material inventory and placing orders for lab materials

• Assist training center instructors with organizing training materials and documents for each cohort

• Develop and coordinate new trainee enrollment process for each cohort

• Collect required trainee documentation per center policies

• Maintain accurate trainee records in student information systems

• Assist training center instructors in scheduling courses, classrooms, labs, and other support activities for each cohort

• Assist in data entry of training program metrics (i.e. attendance, progress, completion rates, others as developed)

• Assist with marketing efforts like website updates, email campaigns, social media

• Assist training center staff with communications to partners like recruiters, employers, community organizations, equipment vendors, and others as needed

OTHER QUALIFICATIONS & REQUIREMENTS:

• Proficiency with general computer skills (e.g. Microsoft Office, Excel, Word, PowerPoint)

• Excellent verbal and written communication skills

• Strong organization, preparation, and presentation abilities

• Exceptional time management skills

• Ability to multi-task and work independently

• Ability to work collaboratively on a team, giving & receiving constructive feedback

• Work closely with other OKCID team members to support event and program marketing

• Perform other duties and special projects as needed

PHYSICAL REQUIREMENTS:

• Must be able to lift up to 20 pounds at a time

• Prolonged periods of sitting/standing at a desk and working on a computer

• May be required to stand for extended periods

HOURS, COMPENSATION & BENFITS:

• This position is Full Time | 40+ hours/week, Monday – Friday; occasional nights, weekends or extended hours

• Position may require minimal travel with occasional overnight stays (i.e. conferences, job fairs, etc)

• $40,000 - $50,000 based on experience

• Benefits include healthcare, PTO, paid holidays, 401K, and professional growth/development opportunities.

The Oklahoma City Innovation District/BioTC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.