Administrative Coordinator-Preventive Medicine

Job Description

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.

Responsibilities

DUTIES AND RESPONSIBILITIES :

• Attends departmental meetings, compiles minutes, creates priority steps and provides feedback and reminders to attendees.
• 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.
• Collaborates with search committee to coordinate official visits for interviews, including making travel arrangements with candidates, scheduling interviews, and making itineraries.
• Generates packet of required letters and documents for official approvals and hires.
• 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.
• Sets up meetings, maintains and updates Chair's and departmental calendars; maintains calendar of faculty leave.
• 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.
• 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.
• Handles travel and entertainment arrangements for designated faculty and official guests; processes all initial authorizations and coordinating travel plans.
• Orders routine office supplies, receives packages, and maintain inventory.
• Performs other duties as assigned.

Qualifications

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