Administrative Coordinator

Administrative Coordinator

To provide administrative support to departmental faculty, including but not limited to, Vice Chairs and Program/Medical Directors. Duties will include advanced level support of faculty and special projects, coordination of academic events, maintaining schedules and/or other academic project management responsibilities.

Job Responsibilities

• Provide advanced-level administrative support for one or more departmental Vice Chairs and/or Senior Level Faculty Leaders
• Manage calendars; ensure that all logistics are complete and that all appropriate background documentation is provided for all meetings.
• Schedule and support high level meetings involving Vice Chair, Faculty Leadership and other senior constituents within, and external to, the department; prepare minutes as appropriate, in a timely manner.
• Ensure that all correspondence, written materials, documents are prepared in timely manner for review and distribution to meet all deadlines. Also ensure that all documents are filed securely and appropriately.
• Serve as liaison and interface to University, UPHS, PSOM and Department administrative units, as well as national and international affiliations.
• Maintain discretion and confidentiality at all times in the performance of all responsibilities; recognize critical situations and inform appropriate personnel when necessary.
• Manage travel and reimbursements for national and international meetings and invited lectures.

• Provide administrative assistance to support select departmental faculty academic activities for 12-15 faculty members.
• Manage calendars and assist with meeting preparations.
• Coordination of faculty travel arrangements and processing of appropriate reimbursements, including journal subscriptions and membership dues. Manage and process licenses and expenses related to academic activities.
• Coordinate complex expense reporting to ensure proper reimbursement from outside agencies and organizations as well as University/UPHS administration.
• Maintain background documentation for and assist with preparation of various reports for select faculty and related department initiatives.
• Support academic activities of faculty to include assisting in preparation of grants, manuscripts, presentations; conduct literature searches; maintain FEDS, current CV/Bibliography and Biosketch

• Provide support for departmental events.
  
  Responsibilities include:
• Maintain records in Departmental database (DERMIS).
• Assist in coordination of Departmental events to include sending invitations, collecting RSVP's, securing venue/catering arrangements with internal and external offices/vendors.
• Perform standard office functions to include answering phones, screening and triaging messages as appropriate; opening and sorting incoming mail; preparing correspondence; confirming appointments; scheduling meetings; organizing and maintaining files.
• Provide support to the Chair, Chair's office team and COO daily.

• Provide academic-focused administrative support to specific program(s), such as those listed below or another deemed a priority by department leadership:
• Dermatopathology
• Clinical Programs, such as PennDOC, Derm Surgery, General Dermatology, etc.
• Clinical Research Program, such as Autoimmune Program, Center for Clinical Sciences in Dermatology, and Clinical Studies Unit.
• Basic Research Program
• Educational Program, such as Duhring educational conferences and lectureships

• Provide administrative assistance to support Departmental activities.
  
  Responsibilities include:
• Provide back-up support for other team members during periods of increased activity, vacations, or other types of absences.
• Perform additional duties as assigned.

Responsibilities will include providing advanced level administrative support to faculty in varying ranks and tracks. The Administrative Coordinator will manage complex schedules and coordinate travel; process reimbursements; assist with items related to grant, manuscripts and presentations; maintain faculty CVs, NIH biosketches and bibliography; maintain departmental database containing departmental contacts' profile information; assist in completion of duties related to special departmental projects and events.

In addition, this position will provide academic-focused administrative support to specific programs, support compliance initiatives, annual events and communications as needed. The Administrative Coordinator will also perform standard office duties, such as answering phones, scheduling and coordinating meetings, screening and triaging requests, managing correspondence, inventory and ordering supplies, processing purchase orders, maintaining files and records. Seeking candidates with strong customer service approach, outstanding communication skills, advanced organizational skills and professional demeanor.

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience or equivalent combination of education and experience is required.

• Some college course work required, bachelor's degree preferred.…