Sr Administrative Coordinator

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

About The Position

The Sr Administrative Coordinator manages administrative activities to support the department and its leadership. The role serves as the department’s key administrative contact and communication liaison, coordinating meetings, events, logistics, vendors, and financial-system matters with other teams. It prepares and analyzes recurring and ad hoc reports, supports department and institution-wide events and meetings, and works with managers to monitor the department budget. The position leads coordination of small projects or activities and provides significant support for larger or special projects. It typically supports an Executive, Chair, or VP with calendar management, meeting and travel scheduling, CVs and biosketches, events, and special projects. It also coordinates recruitment itineraries for departmental visitors and recruits, including senior members; contributes to documents such as presentations, manuscripts, and grant writing; supports compliance management; and mentors junior administrative staff. 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 Office (Word, Excel, PowerPoint, etc.).
Ability to understand and adapt to changing priorities; apply structured problem-solving; and learn new approaches to execution.
Ability to identify and implement improved processes, break down complex problems, prioritize work, and develop innovative approaches.
Clear and effective written and verbal communication, active listening, timely information exchange, and the ability to present complex technical information to mixed audiences.
Ability to work effectively and sensitively with cross-functional peers, superiors, and senior executives, including when handling sensitive information.
Strong planning, prioritization, organization, and delivery skills, including meeting tight timelines while maintaining quality and efficiency.
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, reconciliation, and reporting; ability to use related tools and systems and understand relevant internal policies and processes, including those related to grants and contracts.
Ability to track, reconcile, and report budgets, identify deviations and escalate as needed, and coordinate budgeting processes and information with other teams.
Ability to manage day-to-day administrative activities and queries, handle escalations, and resolve routine and non-routine issues in a structured manner while applying institutional policies and processes.
Skills in sourcing, identifying, and managing vendor relationships, contract negotiations, and vendor accountability; ability to understand vendor-management processes and contracts, drive vendor deliverables, and escalate appropriately.
Learning agility and a strong grasp of vendor-provided systems and technologies.
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

Manage administrative activities to support department and leadership goals.
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-system matters.
Prepare recurring and ad hoc 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, including developing and coordinating itineraries for departmental visitors and new recruits, including senior members.
Contribute to presentations, manuscripts, grant writing, and other documents with increased independence; delegate and provide guidance and assistance to others.
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.