Sr Administrative Coordinator

St. Jude Children's Research Hospital•Memphis, TN

10d•$29 - $51•Onsite

About The Position

The Sr Administrative Coordinator manages administrative activities to support the goals of the Pediatric Medicine department and its leadership. The role serves as a key administrative contact and communication liaison, coordinates meetings, events, logistics, vendors, and recruitment visits, and supports budget management, reporting, projects, compliance, and document preparation. The position may support executive or senior department leaders with calendars, travel, events, CVs, biographies, and special projects. It also provides guidance to junior administrative staff and maintains regular, predictable attendance.

Requirements

High school diploma or GED required.
At least 8 years of experience in administration or a related area; alternatively, a bachelor’s degree and at least 2 years of experience in administration or a related area.
Substantial experience planning and coordinating events, including coordination and vendor management.
Substantial experience managing communications with stakeholders, including senior leaders.
Substantial experience in document management, reporting, and analysis.
Substantial experience with office technologies, including Microsoft Word, Excel, and PowerPoint.
Ability to understand and adapt to changing priorities, apply structured problem-solving, and learn new approaches.
Ability to identify and implement improved processes using advanced knowledge and skills in the relevant area.
Ability to break down complex problems, prioritize and organize work, question assumptions where appropriate, and develop innovative approaches.
Clear written and verbal communication skills and timely information exchange with relevant stakeholders.
Active listening skills and ability to present complex technical information effectively to mixed audiences and communicate sensitively across functions and levels.
Ability to plan, prioritize, and organize work and deliver quality results efficiently under tight timelines.
Ability to clarify responsibilities and accountabilities and articulate the scope, activities, resources, timing, and contingencies for complex deliverables while adapting to unforeseen issues.
Skills in budget planning, forecasting, tracking, reconciliation, and use of related tools and systems.
Ability to deliver tasks in the relevant area with limited guidance.
Understanding of budget planning and tracking tools, processes, and internal policies and procedures related to grants, contracts, and other matters; ability to track, reconcile, and report budgets, identify deviations, escalate issues, and coordinate budgeting processes with other teams.
Skills in managing communications with senior executives and handling sensitive information; ability to manage administrative activities and queries and solve problems in a structured manner.
Ability to oversee day-to-day office administration, handle escalations, manage communications within and outside the department at all levels, address routine and non-routine issues using institutional policies and processes, and improve efficiency.
Skills in sourcing, identifying, and managing vendors, negotiating contracts, holding vendors accountable, and learning vendor systems and technologies.
Understanding of vendor management processes and scope; ability to drive vendor deliverables in accordance with contracts and escalate issues appropriately.
No licensure, registration, or certification is required by law or by St. Jude Children's Research Hospital.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Serve as the department’s communication liaison and key administrative contact for meeting scheduling, event management, coordination, logistics, vendor management, and coordination with other teams on financial systems matters.
Prepare recurring and ad hoc reports, analyze trends, and communicate insights independently.
Plan and coordinate department- or organization-wide events and meetings.
Work with departmental and institutional managers to manage and monitor the department budget.
Lead coordination of small projects or activities and provide significant support to large or special projects.
Typically support Executive, Chair, or VP leaders by managing calendars, scheduling meetings and travel, managing CVs and biosketches, coordinating events, and supporting special projects.
Oversee recruitment processes, including developing and coordinating itineraries for departmental visitors and new recruits, including senior members.
Contribute to documents such as presentations, manuscripts, and grant writing with greater independence; delegate work and provide guidance and assistance to others.
Support management of compliance issues.
Mentor junior administrative team members.
Perform other duties as assigned to meet department and institutional goals and objectives.
Maintain regular and predictable attendance.