Administrative Coordinator - Digital & Data Driven Medicine
About The Position
The Division of Digital and Data-Driven Medicine (D3M) seeks a highly organized and proactive Administrative Coordinator to support the Division Chief and oversee the day-to-day administrative and operational functions of a growing academic division. This role combines high-level executive support, division operations, budget management, and coordination of research and program activities, ensuring efficient execution across multiple priorities. The Administrative Coordinator will serve as a central hub for scheduling, communications, operational workflow management, and support of faculty and trainee engagement.
Requirements
- Bachelors Degree or equivalent combination of applicable 5 years related administrative or business experience required.
- Some supervisory experience preferred.
Nice To Haves
- Experience with budget development, financial tracking, or operational management.
- Strong administrative and organizational experience in academic, healthcare, or research settings.
- Exceptional scheduling and coordination skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong communication and professionalism.
- Experience supporting academic recruitment or faculty affairs processes.
- Familiarity with grants, financial systems, or program coordination.
- Interest in AI, digital health, or data-driven research.
Responsibilities
- Manage complex calendar and scheduling for the Division Chief across clinical, research and administrative priorities.
- Coordinate internal and external meetings, including agendas, materials, and follow-ups.
- Assist with email triage and communications as needed.
- Arrange travel and manage reimbursements.
- Prepare presentations, reports, and key documents.
- Oversee day-to-day administrative operations of the division.
- Develop, track, and manage division budgets in collaboration with finance teams.
- Monitor expenditures, forecasting, and resource allocation across projects and personnel.
- Coordinate onboarding of faculty, staff, postdoctoral fellows, and trainees.
- Support recruitment processes including scheduling interviews, coordinating candidate visits, and tracking applicants.
- Assist with retention efforts by supporting faculty engagement initiatives and tracking needs.
- Support space planning, office logistics, and operational workflows.
- Maintain organized tracking systems for division activities, priorities, and deadlines.
- Coordinate meetings and logistics for research projects and interdisciplinary teams.
- Track project timelines, deliverables, and key milestones.
- Assist with preparation and organization of grant materials and submissions.
- Support coordination across collaborators, departments, and institutions.
- Serve as a central point of contract for faculty, staff, trainees and collaborators; coordinate cross-team scheduling and communications.
- Help organize division meetings, seminars, and events.
- Support communication of division initiatives and priorities.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
