Subject Matter Expert - Transplant Policy; Consultant

Location: Onsite, 5 days/week (8:30 AM – 5:00 PM)

Travel: Required between buildings as needed

We are seeking a proactive and detail-oriented Administrative Coordinator to support our team by managing day-to-day administrative operations across multiple office locations. The ideal candidate is organized, flexible, and thrives in a fast-paced environment. This role is critical to ensuring smooth workflows and efficient communication within and outside the department.

• Ensure office spaces are clean, organized, and well-maintained
• Greet and direct visitors at the front desk/reception area
• Maintain office supply inventory and coordinate orders across teams
• Serve as primary contact for external vendors (e.g., water service, shredding, etc.)
• Submit service and maintenance requests for equipment and facilities
• Coordinate coffee machine filter cleaning and replacement
• Set up and manage office touchdown spaces

• Schedule meetings, interviews, and conference rooms for the leadership team

• Maintain organized filing systems, databases, and records
• Support the preparation of reports, presentations, and departmental documents
• Facilitate obtaining signatures for internal agreements
• Regularly update contact lists, tracking sheets, and referral directories

• Assist in planning and executing internal meetings, trainings, and team events
• Prepare agendas, take meeting minutes, and track follow-up items

• Assist with departmental budget tracking and processing invoices and expense reports

• Prepare patient-related documents as needed
• Provide coverage for common areas or patient lounges when required
• Order business cards and manage administrative supplies
• Conduct research and provide ad hoc support to internal teams
• Support onboarding and system access for patients and external partners

• Coordinate travel arrangements, accommodations, itineraries, and reimbursement processes

• Handle sensitive information with the utmost professionalism and confidentiality

• Minimum of 3 years of prior administrative experience
• Proficiency in at least one foreign language
• Strong organizational and time management skills
• Ability to work independently and adapt to changing priorities
• Self-starter with a willingness to learn and take ownership of tasks
• Comfortable traveling between buildings as needed
• Professional and dependable, with excellent interpersonal skills