Senior Administrative Coordinator

Temple University • Philadelphia, PA

9d • Hybrid

About The Position

Temple University’s Lewis Katz School of Medicine’s Administration Department is searching for a Senior Administrative Coordinator to join our team! This is a confidential administrative position that provides executive-level support to the Senior Vice Dean and the Senior Director of People Management. This role requires a high degree of professionalism, discretion, and sound judgment, as the incumbent has regular access to sensitive, confidential, and privileged information related to personnel matters, faculty affairs, organizational planning, and other executive initiatives. Maintaining strict confidentiality is an essential function of this position. The Senior Administrative Coordinator is responsible for ensuring the efficient operation of the offices of the Senior Vice Dean and the Senior Director of People Management by coordinating complex administrative activities, managing competing priorities, and supporting strategic initiatives across their respective portfolios. The core responsibilities include coordinating administrative processes that support immigration workflows for the faculty practice, as well as other Lewis Katz School of Medicine departments and centers as assigned. The incumbent also provides broad administrative support to the Katz Administration Office (KAO) and performs additional duties and special projects as assigned. This is a hybrid position that requires a minimum of four (4) days per week on campus to support executive leadership, manage confidential materials, and ensure timely coordination of departmental operations.

Requirements

• A bachelor's degree with at least 2 years of related experience.
• An equivalent combination of education and experience may be considered.
• Familiarity with immigration laws and procedures related to employment-based visas and green cards is highly desirable.
• Interest in visa, immigration and/or Human Resources.
• Skilled in time and information management, prioritizing multiple tasks, networking, relationship building, and communication.
• Excellent verbal and written communication skills, professional and engaging demeanor.
• Highly organized with keen attention to detail and the ability to effectively manage multiple tasks and deadlines.
• Proficiency in the Microsoft Office Suite and remote platforms like Zoom/Teams,
• Ability to work collaboratively and contribute positively to a dynamic work environment.

Responsibilities

• Coordinate all aspects of immigration cases by gathering and preparing documentation and DestinyOne applications; ensuring complete, accurate, and timely submissions. This process includes the preparation of the DestinyOne application, actual/prevailing wage documents, control tech forms, travel letters, support letters, and other related documentation.
• Work with departments and centers to secure payment methods for petitions, tracks immigration costs and payments to affiliated law firms. Jets expenses back to departments as needed. Manages immigration related billing, invoices, and associated records.
• Serve as the central liaison among LKSOM offices, TFP practices, ISSS, Temple HR, and affiliated immigration counsel to coordinate immigration related workflows.
• Provide comprehensive support throughout immigration and employment processes to ensure a seamless, high touch experience for prospective and current employees and strengthen recruitment and retention efforts. This includes but, is not limited to coordinating and participating in meetings with faculty, physicians, staff, postdoctoral candidates, and department leadership.
• Provide regular immigration updates to the Sr. Director of People Management and/or their designee.
• Develop and maintain standardized immigration procedures, documentation, and tracking systems; support recruitment related immigration inquiries and facilitate communication among departments, ISSS, HR, and outside counsel.
• Track visa expirations, case milestones, recruitment activities, prevailing wage determinations, labor certification requirements, and other critical deadlines; maintain accurate records.
• Prepare reports, metrics, and status updates related to visa and immigration cases.
• Serve as the primary liaison among OPFRR, HR, ISSS, immigration counsel, departments, and candidates to facilitate employment based sponsorship and ensure timely case progression.
• Develop, implement, and continuously improve SOPs, workflows, tracking tools, dashboards, and related documentation to enhance efficiency, consistency, compliance, and service delivery.
• Provide complex and confidential administrative support for the Senior Vice Dean and Senior Director of People Management and their portfolios.
• Perform administrative functions for the Katz Administrative Office as assigned.
• Provide calendar management as assigned.
• Assist with new hire orientation and/or departmental onboarding/off boarding activities.
• Prepare and maintain timekeeping records as requested.
• Process ePAFs, including layoff and supervisor change requests, as needed.
• Track the budget for HR/Administration.
• Coordinate and support departmental meetings, events, and special projects.
• Provide administrative support for the Manager of Employee Operations and the Manager or Wellness Programs and Student Support and the Employee Engagement Committee as assigned.
• If centrally located, maintain a professional and welcoming reception area by greeting visitors, directing them appropriately, and providing general assistance.
• Screen and route incoming telephone calls, monitor voicemail, and respond or redirect inquiries as appropriate.
• Maintain organized physical and electronic filing systems to ensure accurate recordkeeping and efficient document retrieval.
• Draft, edit, and distribute correspondence, including letters, memoranda, and emails.
• Schedule meetings, reserve conference rooms, prepare meeting materials, and coordinate Outlook invitations and Zoom links.
• Maintain conference room calendars and manage room reservations as requested.
• Coordinate business travel, lodging, itineraries, and Concur expense reimbursements as assigned.
• Assist with planning and coordinating luncheons, dinners, recognition events, and other special functions.
• Order supplies and/or assist with the management of central supplies.
• Maintain strict confidentiality.
• Perform other duties as assigned.

Benefits

• Full medical, dental, vision coverage
• Paid time off
• 11 Paid Holidays
• 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: Senior