Administrative Coordinator-Preventive Medicine

Market Range: 08

Minimum Salary: $21.69/Hourly

JOB SUMMARY/ESSENTIAL JOB FUNCTIONS:  The Administrative Coordinator provides administrative and accounting support to the Chair of Preventive Medicine and the Director of Administration. This position handles administrative functions for faculty and staff in the department.

Duties And Responsibilities:

1. Attends departmental meetings, compiles minutes, creates priority steps and provides feedback and reminders to attendees.
2. Provides administrative support for all faculty searches by coordinating with Equity and Diversity and Dean’s office, creating, and maintaining official records and entering data into Oracle tracking system.
3. Collaborates with search committee to coordinate official visits for interviews, including making travel arrangements with candidates, scheduling interviews, and making itineraries.
4. Generates packet of required letters and documents for official approvals and hires.
5. Organizes and coordinates documentation for faculty position administration; prepares all appointment and reappointment letters, schedules annual reviews, generates review letters, and assembles promotion and tenure notebooks.
6. Sets up meetings, maintains and updates Chair’s and departmental calendars; maintains calendar of faculty leave.
7. Provides administrative assistance for special or ongoing projects for the Chair as assigned. Provides reception duties, answers phones, escorts guest and serves as face of the department.
8. Assists with oversight of departmental web pages by ensuring accuracy of information, facilitates the collection of information on new faculty, new projects, and initiatives, coordinates with College of Medicine Communications Manager who manages website.
9. Handles travel and entertainment arrangements for designated faculty and official guests; processes all initial authorizations and coordinating travel plans.
10. Orders routine office supplies, receives packages, and maintain inventory. 
11. Performs other duties as assigned. 

Minimum Requirements:

EDUCATION: Bachelor's Degree. (TRANSCRIPT REQUIRED)

EXPERIENCE: One (1) year of administrative experience preferably in an academic or business setting; OR a combination of education and related work experience preferably in an academic or business setting to equal five (5) years. 

Knowledge, Skills, & Abilities

• Knowledge of Microsoft Office software including Word, Excel, PowerPoint, and Outlook.
• Knowledge of bookkeeping/accounting.
• Excellent organization skills and ability to work on multiple projects simultaneously.
• Excellent written and verbal communication skills, and the ability to effectively interact with people of various levels both within and outside the University.
• Knowledge of general office equipment and procedures.
• Ability to maintain confidentiality of communications, meetings, documentation, and other departmental business information.
• Ability to work individually and in a team environment.
• Strong organizational skills, ability to multi-task, and efficiently and effectively prioritize work and assignments in a dynamic work environment preferred.
• Strong interpersonal skills, positive and service-oriented attitude preferred.
• Self-motivated with the ability to juggle many tasks in an independent work environment with little or no direct supervision preferred.
• Demonstrated knowledge of DASH/Oracle preferred.