Administrative Coordinator, PHHD-Aerospace Medicine-SPPH(Hybrid)

University of Texas Medical Branch (UTMB)•Galveston, TX

4d•Hybrid

About The Position

The Administrative Coordinator will provide professional guidance, supervision, and coordination in the administrative duties of a department. This role involves processing various requests, assisting faculty with educational needs, providing general administrative support, coordinating meetings and special projects, conducting research, typing documents, managing communications, and maintaining records.

Requirements

Bachelor's degree or equivalent in a related field.
2 years of related experience.
Proficient in MS Office (Microsoft Word, Excel, Outlook, Access, PowerPoint, Scheduler).
Strong oral and written communication skills.
Solid organizational skills.
Strong interpersonal skills.
Ability to manage multiple and changing priorities.

Responsibilities

Process all POWER requests (ePro, travel, vouchers) via the AE Service Center, including reconciling receiving reports with monthly account reports and clearing encumbrances.
Assist faculty with educational needs such as course preparation, copying and scanning materials, tracking students, and scheduling classes (physical or virtual rooms).
Provide general administrative support to faculty, staff, and students.
Coordinate and schedule meetings.
Plan, organize, and coordinate special projects, events, and functions in collaboration with faculty and staff.
Collect information, conduct research, and make recommendations to solve problems.
Type routine, complex, and/or confidential documents including correspondences, manuscripts, and presentations.
Answer and screen telephone calls courteously and efficiently, relaying messages accurately.
Greet and assist visitors.
Sort and distribute office mail.
Maintain faculty calendars and assist with scheduling meetings.
Maintain curriculum vitaes and biosketches for department faculty.
Adhere to internal controls and perform other duties to support the mission and goals of the department and the University.
Provide back-up support to other areas as needed.
Perform related duties as assigned.