Administrative Coordinator

Temple University • Philadelphia, PA

2d • Hybrid

About The Position

Temple University's Lewis Katz School of Medicine is searching for an Administrative Coordinator to provide primary administrative support to the Director/Chair, faculty & Senior Administrator within the Department of Cardiovascular Research, the Center for Aging + Cardiovascular Discovery Center. Functions include calendar maintenance, various travel arrangements, meeting & seminar scheduling and arrangements, shipping coordination, expense maintenance for phone & data lines, lab coats, and other misc. shared center costs. Processing PO change orders and removing applicable encumbrances. Process office supply orders, service requests and maintains overall professional appearance of the admin suit. Completes special projects to assist Senior Administrator with overall operations of the department and centers. Serves as a support backup for other centers within DCVS as needed.

Requirements

• Bachelor’s degree and at least one year of related administrative support experience or equivalent work experience. An equivalent combination of experience and education may be considered.
• Demonstrated computer skills, and proficiency with MS Office Suite software programs.
• Experience with Zoom and online communication and meeting creations.
• Exceptional verbal and written communication skills.
• Exceptional customer service and interpersonal skills, along with the ability to interact effectively with a diverse constituent population.
• Demonstrated organizational and prioritization skills, along with the ability to work in a dynamic environment and to perform multiple tasks simultaneously.
• Strong analytical and problem solving skills.
• Ability to work independently and in a team environment.
• Ability to work from home as required.
• criminal history review

Responsibilities

• Assists Administrator with day-to-day operations.
• Coordinates travel arrangements and all professional activities for the Chair/Center Director and faculty.
• Responds to phone calls, routine inquires, and daily department operational needs, including facilities requests.
• Assists in the setup of new faculty, personnel, and labs joining the centers.
• Organizes events and activities within the center.
• Prepares and tracks purchase orders, vendor and contractor payments in TU MarketPlace, and resolving payment issues, with Accounts Payable, as required. Searches & resolved open encumbrances in coordination with lab managers. Assist with eSirius account set up and management.
• Distributes mail and sends out mail correspondence in a timely manner.
• Assist in preparing documentation required for seminars, faculty reimbursements, or Concur expenses issues while respecting the confidential nature of such materials.
• Schedules conference rooms, including A/V and catering needs. Arrange various seminars via zoom or in person & processes payments associated with speaker reimbursements.
• Maintains departmental databases and listservs.
• Assist Sr. Coordinator as needed with staff hiring, working with Human Resources and & International Services in processing visa’s and new hire on-boarding processes. This includes hiring of summer and work study students.
• Assist in the preparation of a variety of reports for submission to the Dean’s Office and other academic entities.
• Process journal entry transfers.
• Performs other duties as assigned.

Benefits

• Full medical, dental, vision coverage
• Paid time off
• 9 Federally Observed Paid Holidays
• 3 Personal Days
• Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
• A generous retirement plan

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level