Administrative Coordinator

Job Description

The Administrative Coordinator is the driving force behind our team's momentum! In this fast-paced, high-impact role, you'll take charge of key operational functions that keep our department running at its absolute best. From orchestrating memorable events to coordinating seamless travel experiences, managing vendor relationships, and tackling essential day-to-day administrative tasks, you'll play a central role in empowering our leaders and supporting our mission.

If you thrive on organization, creativity, and making things happen, this is your opportunity to shine and elevate the way our team works.

• Manage the day-to-day administrative activities as the key point of contact for multiple areas like office supply management, calendar management, email and phone correspondence, tracking and maintaining vendor contract, mail management, event coordination, badging, visitor management, coordination with other teams on matters of financial systems etc.
• Coordinate/liaison with internal teams as well as external vendors to accomplish goals for own department.
• Track budget, create variance reports and analysis for own department, while working with departmental managers.
• Create a filing system, develop standard reports, maintain databases and spreadsheets to provide accurate and timely information, while protecting data confidentiality.
• Support a senior faculty member or multiple leaders in managing their communication, general administrative tasks, CVs and bio sketch management and participate in special projects/ activities.
• Support in recruitment process by developing & coordinating itineraries for departmental visitors or new recruits including senior members.
• Contribute to the creation of documents (i.e., presentations/ manuscripts/ grant writing etc.).
• Support the management of compliance issues.
• May mentor junior members of admin team.
• Perform other duties as assigned to meet the goals and objectives of the department and institution.
• Maintains regular and predictable attendance.

• High school diploma/GED required.
• Bachelor's degree preferred.

• Minimum Requirement: 6+ years experience in administration or related area.
• Experience Exception:
  Bachelor's degree and 2+ years experience in administration or related area.
• Experience in event coordination and vendor management.
• Experience in managing communication with variety of stakeholders with tact and sensitivity.
• Experience managing documentation, generating reports and doing simple analysis.
• Substantial experience working with office technologies including Microsoft Office (Word/ Excel/PowerPoint point etc.).
• Workday, vendor negotiation and Ironclad experience preferred.

• None

• None

• Shows a general understanding of budgets, tracking and reporting as well as related internal policies, processes and tools.
• Manages standard tasks related to tracking, reconciling and reporting of budget for own team, under supervision.
• Demonstrates strong listening skills and a high level of sensitivity while managing communications, specially with senior executives and their stakeholders.
• Addresses standard and non standard queries from within and outside the department in a structured manner to ensure consistency in responses.
• Engages with vendor teams based on understanding of vendor management processes and scope.
• Drives execution of deliverables by vendor teams with an understanding of vendor contracts, and escalates suitably.
• Evaluates situations quickly, foresees problems and selects effective solutions; modifies approach if appropriate.
• Pilots new approaches with a curious and open mind.
• Seeks out new improvements and opportunities.
• Inquires effectively to understand underlying needs/issues and provide relevant responses.
• Presents technical information/reports in a simple and concise manner.
• Engages with critical stakeholders to keep them abreast of updates and understand changes in plans if any.
• Plans well in advance with awareness of critical milestones/objectives and own scope of delivery.
• Anticipates potential resource requirements or roadblocks, and identifies alternatives.
• Thinks through competing priorities and sets realistic targets, builds in reviews, and monitors progress to ensure quality and timeliness.

In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs.

It is not typical for an individual to be hired at or near the top of the salary range and…