Sr Administrative Coordinator

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

4d•$29 - $51

About The Position

The Sr Administrative Coordinator manages administrative activities to support and accomplish the goals of the department and its leadership. The position serves as a communication liaison and key administrative contact, supporting meeting scheduling, event and logistics coordination, vendor management, and coordination with other teams on financial systems matters. The role prepares recurring and ad hoc reports, analyzes trends, and communicates insights independently; supports department- or organization-wide events and meetings; and works with managers to manage and monitor the department budget. The coordinator leads the coordination of small projects or activities and provides substantial support to large or special projects. Typical support includes managing calendars, meetings, travel, CVs and biosketches, events, and special projects for an Executive, Chair, or VP. The role coordinates itineraries for departmental visitors and recruits, including senior members; contributes to documents such as presentations, manuscripts, and grant writing with increased independence; supports compliance management; and mentors junior administrative team members. Regular and predictable attendance is required. Other duties may be assigned to meet department and institutional goals.

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, use structured problem-solving, and learn new approaches to execution.
Ability to apply advanced knowledge and skills to identify and implement improved processes and approaches.
Ability to break down complex problems, prioritize tasks, work in an organized manner, challenge assumptions where relevant, and develop innovative approaches.
Clear and effective written and verbal communication skills, including timely information exchange with relevant stakeholders.
Active listening skills and ability to communicate complex technical information effectively to mixed audiences.
Ability to collaborate proactively with cross-functional peers and superiors with purpose, effectiveness, and sensitivity.
Strong planning, prioritization, and organizational skills, with the ability to deliver quality work efficiently under tight timelines.
Ability to clarify accountabilities and articulate scope, activities, resources, timing, and contingencies for complex deliverables while adapting to unforeseen issues.
Skills in budget planning, forecasting, tracking, and reconciliation, and ability to use related tools and systems.
Ability to work with limited guidance, track and report budgets, identify deviations, escalate as needed, and coordinate budgeting information and reports with other teams.
Ability to manage administrative activities and communications with senior executives, handle sensitive information, and resolve routine and non-routine issues in accordance with institutional policies and processes.
Ability to manage office administration, handle escalations, and identify opportunities to improve efficiency.
Skills in sourcing, identifying, and managing vendor relationships, contract negotiations, vendor accountability, and vendor systems and technologies.

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 ad hoc and recurring reports, analyze trends, and independently communicate insights.
Support planning and coordination of 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 an Executive, Chair, or VP by managing calendars, scheduling meetings and travel, managing CVs and biosketches, coordinating events, and supporting special projects.
Oversee and manage recruitment processes by 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 to others and provide guidance and assistance.
Support management of compliance issues.
Mentor junior members of the administrative team.
Maintain regular and predictable attendance.
Perform other duties as assigned to meet department and institutional goals and objectives.