Administrative Coordinator- Center for Professional Development and Institute For Nursing Research

Connecticut Children's Medical Center • Hartford, CT

10d

About The Position

Under limited supervision, independently coordinates and performs a variety of administrative and operational support duties for the Center for Professional Development (CPD) and Institute for Nursing Research & Evidence-Based Practice (INR). Provides comprehensive administrative and operational support for education, research, quality improvement, and evidence-based practice initiatives. Coordinates complex department activities requiring independent judgment, discretion, and advanced organizational skills. Project management support, including documentation, data tracking, compliance, meeting coordination, and communication with internal and external stakeholders. Assists with preparation, organization, and maintenance of research documentation, protocols, and study records. Develops and maintains databases, spreadsheets, dashboards, and tracking tools to support project outcome monitoring. Collaborates with interdisciplinary teams, academic partners, and external organizations to facilitate research and professional development initiatives. Generates reports, supports visual presentation, and prepares summaries to support decision-making and program evaluation. Utilizes considerable judgment and interpreting policies to resolve routine to complex inquiries or problems, serves as primary liaison with other departments. Recommends and assists with implementing administrative and operational protocols for the department. Composes, edits and proofreads correspondence, presentations, and reports; creates and maintains spreadsheets and databases and produces reports; edits and proofreads documents to ensure accuracy. Typically performs duties involving mathematical calculations and general accounting procedures.

Requirements

• Associate’s degree.
• Strong working knowledge of Microsoft Windows operating system, intermediate to advanced skills in Microsoft Word and Excel; basic database management experience (Microsoft Access).
• Position may require travel to departments located in other buildings or on other campuses for duties integral to the position.
• General math and accounting procedures.
• Departmental and organizational policies and procedures.
• IRB.
• Detail-oriented and organized.
• Strong written, oral, and non-verbal communication skills.
• Intermediate or advanced level of spreadsheet skills.
• Skilled in use of operating basic office equipment (e.g. copier, fax, calculator, multi-featured telephones, etc.).
• Attend to administrative detail utilizing initiative, problem analysis techniques, good judgment and confidentiality
• Work with all levels of organization; understand and apply knowledge of department/organizational policies and procedures to resolve complex and meet needs of the customer.
• Multi-task and problem solve with working knowledge of a variety of complex programs/departments and/or the organization.
• Ability to communicate effectively interdepartmentally and externally.

Nice To Haves

• Bachelor’s degree preferred.
• 5-7 years progressively increasing experiences directly related to the duties and responsibilities specified or equivalent.
• Familiarity with healthcare professional development.
• Research support (data management, research ethics, compliance, and regulatory standards)
• Knowledge of learning management systems and project management tools.
• CITI training.

Responsibilities

• Administrative Coordination-20%: Develops, recommends and implements administrative and operational protocols for the department. Anticipates, plans and coordinates activities and projects to effectively coordinate and manage assigned administrative and operational responsibilities Anticipates problems and independently finds and implements solutions.
• Comunications-20%: Professionally engages with internal staff and external visitors Accepts, screens and routes department communications Answers inquiries, provides forms/information or resolves complex problems concerning activities and/or operations of department; follows through, as required, to meet needs of the customer. May distribute incoming mail and prepare/process outgoing mail/packages.
• Appointments, Meetings and Events-10%: Independently coordinates and schedules appointments, interviews, meetings or events Exercises discretion and judgment to coordinate complex calendars for multiple individuals, care providers, groups or conferences.
• Correspondence, Reports and Documents-10%: Utilizes knowledge and understanding of department operations to create, compose and edit complex technical and/or administrative correspondence and documentation. Creates forms, flyers and templates.
• Statistics/Record Maintenance and Reports-10%: As directed, researches information, compiles statistics, gathers and computes various data, prepares scheduled and ad hoc statistical, budget and narrative reports, summaries or replies to inquiries, selecting relevant data from a variety of sources. Copies and/or duplicates materials; prepare and transmit facsimiles. Proofreads all work to ensure accuracy and neatness. Maintains CITI training for research ethics and compliance.
• Administrative Support Activities-20%: Anticipates, plans and coordinates activities to manage assigned administrative support responsibilities. As assigned, may need to coordinate team member scheduling and off site cases. Provides instruction and/or training to others in activities, processes and responsibilities related to administrative operations of the department. Maintains and expands own competencies by attending training sessions or educational programs, as directed. Encourages team members to adhere to professional standards and to expand competencies. As assigned, actively participates and contributes to departmental/organization-wide committees. Demonstrates knowledge of the population-specific differences and needs of patients in appropriate, specific populations from neonate through adolescence and applies them to practice. Demonstrates cultural sensitivity in all interactions with patients/families and co-workers. Demonstrates support for the mission, values and goals of the organization through behaviors that are consistent with the Connecticut Children's Standards.
• Fiscal stewardships-10% Monitors expenditures and maintains purchase records to support budget management and resource utilization Maintains inventory of departmental supplies and resources; monitors stock levels and initiates replenishment as needed Coordinate with Supply Chain and department leaders to generate and track purchase orders, invoices, receipts, revenue and expenditures to ensure accurate documentation and timely processing Performs other job-related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree