Sr Administrative Coordinator

Temple University•Philadelphia, PA

2d•Hybrid

About The Position

The Senior Administrative Coordinator provides overall administrative assistance to leadership, faculty, research staff, and administrative staff for Temple University’s Lewis Katz School of Medicine Department of Cancer & Cellular Biology and the FELS Institute for Personalized Medicine. The position supports daily operations, travel and professional activities, purchasing and payment processing, correspondence, events, research administration, hiring and onboarding, reporting, and timekeeping. The role has a hybrid work arrangement (on-campus and remote); the duration of that arrangement is at Temple University and the Department’s discretion. A criminal history review is required.

Requirements

Bachelor’s degree and at least two years of related administrative support experience within a medical setting; an equivalent combination of education and experience may be considered.
Demonstrated computer skills and proficiency with Microsoft Office Suite programs.
Excellent verbal and written communication skills.
Exceptional customer service and interpersonal skills, including the ability to interact effectively with a diverse constituent population.
Organizational and prioritization skills, with the ability to perform multiple tasks in a fast-paced, dynamic environment.
Strong analytical and problem-solving skills.
Ability to work independently and in a team environment.

Responsibilities

Assist leadership with day-to-day operations, including facility requests, mail, and supply orders; answer phone calls and routine inquiries; and liaise with University departments.
Coordinate travel arrangements and professional activities for the Chair, Center Directors, and faculty.
Prepare and track purchase orders and vendor and contractor payments in TUMarketPlace; resolve payment issues with Accounts Payable as needed; and handle purchasing card transactions for shared laboratory expenses as needed.
Prepare complex correspondence and tables under the direction of the Chair or Center Director while maintaining confidentiality; respond to email and correspondence in a timely manner.
Coordinate and facilitate conferences and seminar series, including conference-space setup, audiovisual and catering arrangements, seminar speaker needs, and seminar notifications.
Prepare research administrative documents and maintain departmental databases and listservs.
Compile materials for faculty appointments and promotions; enter staff-hiring requisitions, including coordinating with International Student and Scholar Services on visa processing when applicable.
Orient new hires to the Department or Center and prepare postdoctoral appointment letters.
Assist leadership with reports for the Dean’s Office and other academic offices.
Maintain and manage the Kronos system, including entering time for hourly employees and recording time off for staff and faculty.
Generate monthly reports in Cognos and Self-Service Banner to reconcile grant and non-grant budget information, process journal entries, and clear items.
Perform other duties as assigned.