Dean's Office Administrative Coordinator

Dean's Office Administrative Coordinator

The Dean's Office Administrative Coordinator serves as a key operational member of the Medical School Dean's Office, providing administrative coordination and front office support to ensure the efficient day-to-day operation of the office. Reporting to the Chief of Staff, this position serves as the primary point of contact for visitors and callers while supporting Dean's Office leadership through administrative coordination, event logistics, project support, and cross-functional administrative services.

This position works collaboratively with the Chief of Staff, Dean's Office leadership, administrative professionals, faculty, staff, students, alumni, and external partners to deliver exceptional customer service and maintain efficient office operations. The position exercises sound judgment, manages multiple competing priorities, and provides flexible administrative support across Dean's Office units to ensure continuity of operations and a positive experience for internal and external stakeholders.

• Serve as the primary point of contact for the Dean's Office by welcoming visitors, answering and directing telephone calls, responding to general inquiries, and ensuring a professional and welcoming office environment.
• Coordinate daily front office operations, including visitor reception, conference room scheduling, mail and package distribution, and shared office resources.
• Monitor and respond to shared departmental email inboxes and route inquiries to the appropriate individuals or offices.
• Coordinate meeting logistics, room reservations, catering, audiovisual needs, and other administrative arrangements.
• Maintain office supplies, equipment, and common spaces to support efficient daily operations.
• Exercise independent judgment in responding to routine inquiries and determining when issues should be escalated to Dean's Office leadership.

• Provide administrative support to the Chief of Staff and Dean's Office leadership through calendar coordination, meeting scheduling, document preparation, correspondence, and administrative logistics.
• Prepare, review, format, and distribute reports, presentations, meeting materials, agendas, and other business documents.
• Coordinate travel arrangements, purchasing activities, reimbursements, and other administrative transactions in accordance with University policies and procedures.
• Maintain electronic and physical records while ensuring confidentiality and accuracy of sensitive information.
• Assist with coordinating meetings by preparing materials, tracking action items, and documenting meeting outcomes as appropriate.
• Support continuous office operations by identifying administrative needs and recommending practical solutions to improve efficiency and customer service.

• Coordinate administrative and logistical support for Dean's Office events, including alumni activities, commencement and graduation events, meetings, receptions, retreats, and other special events.
• Assist with event planning activities, including scheduling, registration, communications, vendor coordination, catering, room setup, materials preparation, and day-of-event support.
• Collaborate with Dean's Office leadership and administrative staff to ensure successful execution of events and programs.
• Provide operational support before, during, and after events, ensuring a positive experience for participants and guests.

• Provide administrative coordination for departmental projects by tracking timelines, organizing project documentation, scheduling meetings, monitoring action items, and assisting with implementation activities.
• Support operational initiatives and special projects assigned by the Chief of Staff and Dean's Office leadership.
• Provide backup administrative support across Dean's Office units as staffing needs, workload priorities, and business operations require.
• Collaborate with administrative colleagues to ensure continuity of operations and consistent, high-quality administrative support across the Dean's Office.
• Perform other administrative duties and special assignments in support of Dean's Office operations.

• High School Diploma/GED and four years of related office experience, Training/education may be substituted for some of the years of experience. Computer experience required.
• Demonstrated experience providing administrative, office, customer service, or operational support in a professional environment.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and Google Workspace applications, Word, Excel, PowerPoint, Google Docs, Google Sheets, Google Slides, and other collaborative…