Senior Executive Administrative Coordinator

Senior Executive Administrative Coordinator- UBMD Gynecology

Full-Time | Onsite

Practice
:
University Gynecologists & Obstetricians
Pay: $65,000 annually

Position Summary The Senior Executive Administrative Coordinator provides high-level administrative support to the Department Chair and serves as the department’s administrative navigator. The position manages multiple priorities, anticipates needs, coordinates work across the department, and maintains an understanding of how education, clinical, research, student recruitment, faculty, and administrative activities fit together. The position also coordinates department-based career education and career development support for medical students interested in obstetrics and gynecology, including career programming, faculty connections, student navigation, and the administrative coordination of residency-related advising and Chair recommendation letters.

• Manage the Chair’s calendar, meetings, travel, correspondence, priorities, and daily administrative needs.

• Triage requests, anticipate needed information, prepare briefing materials, and identify items requiring the Chair’s attention.
• Prepare agendas, presentations, meeting notes, action lists, and follow-up communications.
• Track decisions, assignments, deadlines, and commitments through completion.

• Coordinate activities and information across education, clinical, research, student recruitment, faculty, and administrative functions.
• Serve as a central point of contact for the Chair and route matters to the appropriate department, school, practice, hospital, or university resource.
• Maintain visibility of major department initiatives, recurring academic and administrative cycles, and cross-functional handoffs.
• Identify gaps, competing priorities, and unresolved items and ensure appropriate follow-up.

• Coordinate career education and career development activities for medical students interested in obstetrics and gynecology.
• Organize specialty information sessions, career panels, faculty and resident connections, mentoring opportunities, and residency preparation programming.
• Serve as a student navigator by connecting students with appropriate faculty, advisors, programs, and institutional resources.
• Coordinate the Chair recommendation letter process for students applying to obstetrics and gynecology residency, including scheduling, materials collection, deadline tracking, and confirmation of submission.
• Support department student recruitment and engagement activities.

• Coordinate the administrative process for resident fellowship and faculty recommendation letters; the Chair retains responsibility for final content.
• Support faculty review, appointment, reappointment, promotion, volunteer faculty, onboarding, and accreditation activities through scheduling, reminders, materials collection, and document organization.
• Coordinate faculty meetings, department communications, and distribution of materials.
• Maintain confidential records, process calendars, templates, and tracking tools.

• The Coordinator independently manages administrative coordination, prioritization, communication, tracking, and follow-up within established policies and the Chair’s direction.
• Academic judgments, faculty evaluations, appointments, promotions, personnel actions, budgets, contracts, and clinical decisions remain with the appropriate authorized owner.
• Formal finance, HR, faculty affairs, and compliance processes remain with the ATC or other designated functional owner. The Coordinator supports scheduling, materials, communication, and follow-through.

• Clinical…