Administrative Coordinator-Admin College of Medicine
About The Position
The Administrative Coordinator provides operational support for administration, financial processing, and executive-level administrative services within the College of Medicine (COM). This role offers high-level administrative support to Finance, Faculty Affairs, and Faculty Development areas, and manages administrative processes for high-level COM searches, including departmental chair and other leadership searches. It serves as the primary intake point for faculty and staff offers/offer letters and compensation change memos, reviewing all submissions for accuracy, completeness, and required approvals. The position also assists with monthly ledger reconciliation, processes financial transactions, coordinates with departmental contacts to resolve documentation issues, submits and tracks facilities work requests, and coordinates travel and entertainment arrangements. Additionally, the Administrative Coordinator monitors and manages a shared departmental inbox, prioritizing and triaging inquiries, drafting responses, tracking open items, and ensuring timely follow-up and resolution.
Requirements
- High School Diploma or GED.
- Four (4) years of administrative experience, preferably in higher education; OR Associate’s Degree and two (2) years of administrative experience; OR Bachelor’s Degree in lieu of experience.
- Strong attention to detail and the ability to verify accuracy in high-stakes documentation.
- Ability to manage multiple priorities, track deadlines, and follow up persistently to completion.
- Professional judgment and discretion when handling sensitive employee, compensation, and candidate information.
- Proficiency in Excel (including sorting, compiling data, and pivot tables) and comfort with workflow systems (e.g., DASH, Agiloft).
- Strong customer service, communication, and coordination skills in a fast-paced administrative environment.
Nice To Haves
- Associate’s Degree preferred.
Responsibilities
- Provides high-level administrative support to Finance, Faculty Affairs, and Faculty Development areas.
- Manages administrative processes for high-level COM searches, including departmental chair and other leadership searches, by providing support with search-related correspondence.
- Serves as the primary intake point for faculty and staff offers/offer letters, compensation change memos; reviews all submissions for accuracy, completeness, and required approvals.
- Assists with monthly ledger reconciliation for designated college accounts by downloading detailed postings, organizing backup documentation, and compiling review-ready spreadsheets; develops pivot tables as needed and assists with correcting transfers.
- Processes financial transactions as assigned.
- Coordinates with departmental contacts to resolve missing, delinquent, or inaccurate documentation and ensures corrected materials are resubmitted promptly.
- Submits and tracks facilities work requests in DASH, monitoring progress and follow-through on repairs and maintenance needs.
- Coordinates travel and entertainment arrangements for Finance, Faculty Affairs, and Faculty Development office personnel and official guests.
- Monitors and manages a shared departmental inbox, prioritizing and triaging inquiries; drafts responses; tracks open items; and ensures timely follow-up and resolution with appropriate parties.
- Performs other related duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
