Tulsa Innovation Labs LLC (TIL) is a tech-led economic and workforce development organization headquartered in Tulsa, OK, and pioneered by George Kaiser Family Foundation. TIL develops strategies and deploys capital to catalyze inclusive economic growth in four emerging tech industries - virtual health, energy tech, advanced aerial mobility, and cybersecurity & analytics. Through public-private-partnerships, the company supports the launch and growth of new startups, fosters academic innovation, and builds talent programs to support Tulsa’s economic development.

TIL values diversity – in backgrounds and in experiences. We are deliberate and self-reflective about the team and culture we are building and seek candidates that are not only strong in their own aptitudes but care deeply about supporting each other’s growth.

For more information, visit: www.tulsainnovationlabs.com

JOB PURPOSE

Tulsa Innovation Labs is looking for an Administrative Coordinator to support the execution of day-to-day operations and administration by managing key schedules, payments to vendors, program expenses and coordination of events. The administrative coordinator works collaboratively with the Managing Director and Chief of Strategic Partnerships as well as other leaders and team members throughout Tulsa Innovation Labs to ensure proper tools, processes, and resources are in place for effective and efficient execution of all TIL programs.

Reporting Structure

The Administrative Coordinator is a full-time position with benefits that will report to the Managing Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Coordinator Role Summary:

• Provide support to Managing Director and Chief of Strategic Partnerships
• Accurately completes administrative tasks such as managing calendars and scheduling, correspondence, expense reports, credit card reconciliation, and scheduling
• Proofreading, formatting, printing and assembly of materials as directed
• Coordinates and arranges travel planning and assistance with destination details as assigned
• Meeting Assistance: Assist with onsite meeting preparation and arrangements. Including catering, room setup, basic IT support and preparation of materials (including digital and hard copy presentations)
• Deliver mail to relevant staff members
• Manage invoice process and ensure they are paid on time
• Special Projects: Provide support in preparing scheduled reports, coordinating mass communication, editing, formatting, and finalizing materials
• Supporting project management and taking the lead on projects when appropriate with prior approval from Senior Program Officer
• Stays current on the use of all software and technology changes implemented for GKFF and specifically those impacting assigned team
• Manage staff IT needs and coordinate support by submitting tickets to 501 Tech.net as needed
• Maintain confidentiality in all written and verbal correspondence
• Other duties as assigned

REQUIREMENTS AND QUALIFICATIONS

Education and Experience

• A high school diploma or G.E.D. with at least 4 years of experience providing support for executive officers; required
• An associate’s or bachelor’s degree preferred

Professional Competencies

• Ability to work independently in Microsoft Outlook, Word, Excel, Power Point, Teams and Adobe Pro
• High level of experience using Zoom for meetings
• Experience with submitting expense reports
• Experience managing multiple calendars and large contact databases
• Excellent oral and written communication skills
• Adaptable and willing to learn new technology
• Discretion and trustworthiness in handling sensitive or confidential information

Desired Skills and Abilities

• Proactive and able to anticipate needs and issues
• Experience interfacing with and coordinating multiple senior-level stakeholders
• Accepting of feedback from supervisor to continuously improve efforts
• Able to establish and maintain positive working relationships internally and externally
• Excellent interpersonal and relationship-building skills and sound judgment, with an emphasis on:
  • Using appropriate judgment to determine how to engage with peers and partners
  • Actively listening to and empathizing with others
• Good attitude, strong character and creative
• Able to multitask while maintaining efficiency, establish priorities and propel objectives with limited supervision
• Excellent work ethic, takes pride in their work, pays close attention to detail, is a self-starter
• Professional appearance and demeanor whenever representing the company virtually or in person
• Effective verbal and written communication skills
• Highly organized, able to assist in maintain organization for others