Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator who will coordinate and provide cross-functional, administrative support for the activities of the Division of Rheumatology’s Arthritis Center. This position will directly support the administrative needs of arthritis faculty and staff by providing divisional budget support; researching and analyzing data to develop reports as requested; drafting and editing a variety of written materials; representing faculty members to a wide range of external and internal constituencies; assisting in strategic planning and in the implementation of departmental/divisional policies and procedures; managing and/or completing projects as assigned; and exercising discretion and judgment in resolution of day-to-day problems.

Specific Duties & Responsibilities

Administrative

• Perform duties as assigned by the Arthritis Center Director, Division Administrator and other divisional leaders.
• Coordinate office services such as purchasing, payroll, records control, and other administrative activities for the Arthritis center.
• Analyze unit operating practices such as record-keeping systems, forms control, office layout, and personnel requirements, creating new systems or revisiting established procedures.
• Maintain curriculum vitae and Biosketches for Arthritis Center faculty.
• Work with Web Administrator to maintain up-to-date information on the Center Website, update Arthritis Center faculty bios, and assist in creating public relations materials.
• Correspond with philanthropic donors.
• Lead office activities of the Arthritis Center which requires exercising independent judgment in the resolution of administrative problems and interpreting and communicating operating policies and procedures.
• Regularly interact with all levels of executive and support staff internally. Contact executives of external hospital/agencies as needed in transmitting or obtaining information.
• Compose and edits letters and other correspondence for Arthritis Center faculty; maintain contact lists.
• Coordinate and assist with planning of special projects and events, office activities and committee meetings.
• Conduct and collect basic data for various meeting content, agendas, attendees, topics and ensure the organization of meeting logistics. Format reports, graphs, tables, records and other sources of information and summarize materials for the Division of Rheumatology faculty and Assistant Administrator in a variety of settings.
• Coordinate and implement office services such as purchasing, records control, and projects.
• Analyze practices such as record keeping systems, forms control, office layout, personnel requirements, creating new systems or revising established procedures.
• Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information.
• Screen and prioritize incoming correspondence, phone calls and visitors. Assume responsibility for expediting requests/inquiries that do not require an executive reply.
• Open, sort, and screen mail. Also coordinates all outgoing mail.
• Transcribe minutes and notes. Take responsibility for overall coordination of recurring meetings by engaging in such duties as: contacting participants, preparing necessary materials. Serve as liaison with internal departments and external organizations performing associated activities.
• Monitor office supplies and order supplies as indicated on a regular basis.
• Coordinate duplication and collection of materials on a regular basis, filing master copies appropriately, within a reasonable timeframe and accuracy rate of 95 percent.
• Attend all mandatory in-service training sessions as assigned by Assistant Administrator.
• Answer telephone in a courteous manner, identifying self and division. Record and distribute messages in an accurate and timely manner.
• Make travel arrangements (meeting registration, transportation, accommodation) as requested with no more than one variation (schedule error) per quarter.
• Create and type Excel spreadsheets and PowerPoint presentations for various meetings and presentations.
• Operate personal computer to access e-mail, electronic calendars, and other basic office support software. Use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate and/or format data and/or reports.
• Serve as the liaison to the Divisional administration and other external and internal groups. Assist with or manage Divisional related activities/projects (such as coordination and tracking of faculty annual review process) as required.
• Provide onboarding and assist with scheduling the required trainings for new faculty/staff.
• Coordinate maintenance and use and training of faculty and staff in the use of audio-video and all electronic equipment in the Division of Rheumatology.

Finance

• Assists with transactional financial processes and makes suggestions controls expenses to improve budget performance. This includes but isn’t limited to processing: creation of purchase orders, check requests, reimbursements, tuition remission, shopping carts, capital requests, journal transfers, eforms, and invoices (AP and/or AR) using research and gift budget numbers in conjunction with Divisional Sr. Budget Analyst and Manager.
• Assists with financial report and effort tracking which includes but isn’t limited to: creating and updating sponsored portfolio tracking to track grant IRB approvals, end dates and NCE’s; managing RSA folder; sponsored salary support variances, participating in effort certification process, etc.

Scope of Responsibility

• Knows the formal and informal departmental goals, standards, policies and procedures which may include some familiarity of other departments within the school/division. Is sensitive to the interrelationship of both people and functions within the department. Has excellent administrative and organizational skills, orientation to detail, ability to prioritize, handle multiple tasks and to set and meet deadlines.

Decision Making

• On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the division.

Communication

• Exchanges non-routine information using tact and persuasion as appropriate requiring good oral and written communication skills.
• Listens to customer needs and responds in a courteous and tactful manner.
• Provides timely feedback to the appropriate customer in a clear and concise manner.
• Uses professional judgment in providing information based on the situation and is sensitive to individual and organizational concerns.
• Consistently ensures that information known about the customer is kept private and confidential.