Administrative Coordinator Jobs

About The Position

Requirements

• High school diploma or GED plus 7 or more years of relevant experience; or an associate degree plus 5 or more years of relevant experience; or a bachelor’s degree plus at least 3 years of relevant experience.
• Superior verbal and written English communication skills, including excellent grammar, editing, and proofreading skills.
• High proficiency with Microsoft Office applications, including Word, Excel, Access, PowerPoint, and Outlook, and with web browsers.
• Ability to work independently and effectively prioritize work assignments.
• Excellent interpersonal skills, including the ability to handle confidential information discreetly, communicate policies and procedures, and interact effectively with Medical Center and outside personnel.
• Strong problem-solving skills and demonstrated ability to work with confidential information.

Responsibilities

• Provide key administrative support to the assigned department and help maintain effective, efficient, and professional operations.
• Oversee or coordinate projects; gather deliverables; track, analyze, and report project status, issue resolution, and actual progress against project charters, budgets, and plans; make recommendations or raise concerns.
• Act as a liaison between departments and make independent decisions to ensure adherence to quality procedures.
• Schedule appointments and meetings; take meeting notes; follow up on meeting-generated tasks; and prepare documents, spreadsheets, reports, and presentation slides.
• Compose, edit, and proofread correspondence and documentation; verify data before documents and reports are distributed or submitted.
• Maintain departmental calendars and prevent scheduling conflicts.
• Organize departmental meetings and committees, including room reservations, invitations, catering, vendor payment, room setup, and required conference or audiovisual equipment.
• Prepare meeting agendas and materials, and prepare and distribute meeting minutes.
• Arrange registration and travel, including hotel reservations, and provide written itineraries.
• Perform office duties such as handling mail, supplies, faxes, scanning, filing, photocopying, collating, and updating policy manuals.
• Provide support to physicians and senior management as needed.
• Assist with fellowship recruitment, including mailing applications, coordinating applicant interviews, tracking completed applications, and preparing interview schedules and itineraries.
• Plan and coordinate tours, luncheons, meetings, and site visits.
• Track departmental data, correspondence, committee activities, and administrative operations.
• Provide research and administrative support for special projects, prepare grant proposals, process background checks for prospective hires, and follow up on projects.
• Handle telephone calls professionally, determine their nature, and forward accurate messages promptly to the appropriate person.
• Protect confidential and sensitive communications and exercise discretion and independent judgment on matters significant to the department and institution.
• Serve as the department’s administrative expert on compliance policies and departmental procedures.
• Manage departmental purchasing, invoices, accounts payable, and subscriptions; help the Principal Investigator monitor budgets and balances, support managers in staying within approved budgets, and document approved variances.
• Monitor office supply and equipment inventory, purchase supplies within budget, maintain equipment, and arrange repairs or replacements through IT or service providers.
• Maintain the monthly department coverage schedule and a record of hours, leave, and vacation or sick time; submit weekly timesheets to the manager and, when authorized, to Payroll.

Benefits

• Medical, dental, vision, and pharmacy benefits
• Discretionary annual bonuses and merit increases
• Flexible Spending Accounts
• 403(b) savings matches
• Paid time off
• Career advancement opportunities
• Resources to support employee and family well-being