Administrative Coordinator, Fulltime; Days

#REF! • Dallas, TX

3d • Hybrid

About The Position

Administrative Coordinator – Exercise and Environmental Medicine Bring your passion to Texas Health So We Are Better + Together Work location\: IEEM at Texas Health Dallas, 7232 Greenville Ave, Dallas, TX 75231 Work hours\: Fulltime; Monday-Friday (8\:00a – 4\:30p) IEEM highlights: Administrative Coordinator at the Institute for Exercise and Environmental Medicine (IEEM). Website\: https\://www.texashealth.org/ieem/About-Us The IEEM’s mission is to explore and define the limits to human functional capacity in health and disease, with the objective of improving the quality of life for human beings of all ages. Administrative Coordinator directly supports the leadership of the Institute for Exercise and Environmental Medicine (IEEM) including over 11 Faculty Directors, the Grants and Finance Manager, Engineering Manager, and Administrative Director to carry out the day-to-day administrative functions of the IEEM. High degree of integrated teamwork with an engaged and supportive leadership team that encourages work/life balance.

Requirements

• High School Diploma
• 5 years’ experience in support of a department; preferably in an academic, university, or non-profit healthcare system required
• Ability to handle a wide variety of tasks under a large scope of responsibilities and give instructions and clearly explain problems or situations. Excellent telephone etiquette and creation of normal business correspondence - e.g. e-mail, business letters, memos, simple tables and charts. Excellent organizational and time management skills required.
• Demonstrated verbal and written ability to communicate effectively and professionally across disciplines and with a variety of distinct constituents, including participants, guests, staff members, physicians, volunteers, and leaders. Ability to establish and maintain effective working relationships across and beyond the organization. Demonstrated ability to respond to the needs and emotions of people under stress.
• Exceptional Computer Skills. Highly proficient in Microsoft Office applications (Outlook, Word, Excel), able to easily learn and use web-based software applications for administration.

Nice To Haves

• 5 years’ experience in a highly demanding administrative environment with emphasis on customer service preferred

Responsibilities

• Office Operations\: Relieves management of daily operational problems by responding to all forms of inquiries by seeking the appropriate resources for resolution. Develops relationships with internal personnel or departments, vendors or customers to follow-up with issues, obtain services, or finalize plans or agreements. Acts as the department or functional liaison for purchasing, payroll, facilities, environmental services, equipment, and IT/IS activities.
• Faculty Directors and Management Support\: Coordinates event planning for scientific or other IEEM mission-driven activities. Manages the department schedules and calendars for the out of offices, conference room, and other scheduling when needed. Creates schedules and Resolves scheduling conflicts for works in progress for Post docs, faculty and visiting speakers.
• Human Resources\: With limited supervision, in a timely manner, handles all HR administrative tasks from employees' hiring date until resignation maintaining confidentiality where appropriate. Onboard new employees, volunteers, and interns with computer access and IT access. Sets up and maintains staff database and electronic personnel files to ensure all required documents including competencies are filed per Joint Commission requirements.
• Finance/Ordering: Creates payment requests, new supplier IDs, out-of-town travel expense forms in a timely manner when applicable and trains/assists staff to use system correctly. Handles ordering for department (supplies, furniture, etc…), manages supply inventory, and enters capital equipment order requisitions including overseeing the req order process through to completion. Assists in general workflow for the accounting office where applicable.
• Project Coordination\: Responsible for monitoring department activities and/or serve as a project lead. May act as the dept trainer for specific skills or be responsible for simple data management, research or reporting. Serves on a routine or special project committee; may be responsible for summarizing meeting results for all participants. Takes initiative towards problem resolution by being proactive and may propose possible resolutions and changes to project leadership or management. Utilizes good project management and organization skills.

Benefits

• Benefits include 401k, PTO, medical, dental, Paid Parental Leave, flex spending, tuition reimbursement, student Loan forgiveness as well as several other benefits
• A supportive, team environment with regular weekday work hours and hybrid remote work/in-person schedule.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees