Administrative Coordinator III - Radiology

Administrative Coordinator

Provide day-to-day administrative and clerical support to faculty, staff, and program leaders within the School of Medicine. Responsibilities include managing calendars, scheduling meetings, coordinating travel and events, and preparing documents, reports, and presentations. The role will also handle phone and email communication, greet visitors, maintain records and files, and support data entry and basic office bookkeeping tasks. Manages administrative and financial activities of the WUSM Radioactive Drug Research Committee (RDRC), reporting to the Committee Chairman.

Coordinates monthly meetings, prepares agenda and minutes, screens incoming protocol documents; prepares correspondence. Monitors and processes protocol documentation for new projects, continuing reviews, modifications, and closures; selects and prepares documents for RDRC Chairman review. Coordinates closely with and provides approval data to the HRPO and Radiation Safety offices. Processes and tracks annual recertifications and quarterly progress reports. Maintains RDRC database.

Coordinates preparation and submission of annual report to FDA for federally-regulated protocols. Monitors RDRC expense account and payroll sourcing. Prepares RDRC annual budget for submission to Dean, as approved by RDRC Chair. The Administrative Coordinator will collaborate with various departments to ensure smooth office operations and timely completion of administrative processes. This is a full-time, hybrid role based in St.

Louis, MO, with a combination of on-campus and work-from-home days as determined by department needs.

Primary

Duties & Responsibilities:

• Provide program/project support for research, administrative and/or academic activities.
• Coordinate and provide oversight for complex projects.
• Manage or coordinate departmental activities, e.g. personnel and payroll records, purchasing functions, etc.
• Ensure inquiries are addressed and resolved.
• Regularly handle confidential or sensitive information; draft and finalize letters, email messages and other communications.
• Initiate, write, create and edit/review various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process.
• Plan and coordinate meetings and events, including all details associated with event; negotiate with vendors; oversee, troubleshoot and resolve special situations that arise during event.
• Manage event budget.
• Manage fiscal activities related to program; draft annual budget, track expenditures run and analyze reports; oversee accounts payable and purchasing duties for department; perform or oversee all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approve financial documents such as check requests, journals, purchase orders, travel documents, etc.
• May coordinate submission of research proposals/grants; compile, monitor, review and analyze grant spending.
• Guide production, formatting and quality of all publications, presentations and related materials.
• May schedule courses, classrooms and laboratories; serve as primary student/parent contact, answer general questions, provide solutions and referrals for questions and problems; serve as liaison to and assist faculty; coordinate faculty recruitment efforts, assist with tenure review process, faculty reviews, faculty records, etc.
• Maintain student record files utilizing databases; respond to inquiries from students; maintain online grade records; may review student academic record, transcripts, review requirements, meet with prospective students and families, prepare admission documents and letters.
• Provide administrative support, including complex calendar scheduling, appointments, travel and engagements.
• Perform other duties as assigned.

Working Conditions:

• Normal office environment.

Physical Effort:

• Typically sitting at a desk or table.

Equipment:

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications:

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications /Professional Licenses :

No specific certification/professional license is required for this position.

Work Experience:

Administration And Office Support (5 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

Preferred Qualifications:

• Strong administrative and clerical skills, including Administrative Assistance and Clerical Skills for scheduling, filing, document preparation, and data entry.
• Professional communication…