Administrative Coordinator, College of Medicine

Administrative Coordinator, College of Medicine  Primary

Purpose:

The Administrative Coordinator provides confidential and high-level specialized executive support to the Department Head of Biochemistry, Microbiology, and Immunology (BMI), and the coordination and executive support to the BMI academic and research committees. The position interacts with and provides advice to faculty, staff and students of the BMI department related to BMI academic programs and University’s administrative functions. The role supports the Department Head with academic and leadership projects and initiatives.

The position will be instrumental in providing expert administrative support to allow the Department Head and senior leadership to function effectively, aiding in all aspects of program management, in keeping with the Department’s strategic priorities. The coordinator supports the department’s communication needs for both internal and external audiences. The position is a proactive, independent role responsible for representing the Department Head and BMI department in internal and external communications, with a periods of flexible work schedule based on business needs and deadlines.
Nature of Work:
Under the direction of the Department Head while reporting to the Finance and Administration Manager, this position interacts with a diverse group of individuals including faculty, students, staff, College of Medicine and University leadership, and external partners. The incumbent will be required to work in a complex and ever-changing environment; adapt to shifting priorities and timelines, and frequent interruptions. Establishing and maintaining relationships that support collaboration and problem-solving, and the ability to exercise professional judgment to make recommendations and decisions, with confidence, regarding issues or special assignments, is essential for success in this complex position.

The Coordinator acts as a knowledge source for the Department Head and faculty on matters concerning collegial and administrative processes. Therefore, the ability to understand, interpret and implement policies and procedures is key to the position’s success. Considerable discretion is a requirement as this position is privy to, and handles, highly sensitive and at times confidential information. The position is responsible for ensuring day-to-day work is completed accurately and information provided to others, both on and off campus, is correct.

The ability to build trust and maintain positive relationships across campus is critical. The successful candidate will contribute to a positive, diverse and inclusive work and learning environment by actively engaging in mentoring, self-awareness learning opportunities, relationship building, and communication.
The incumbent must be able to work both independently and collaboratively as a team. While supporting the Department Head and up to 30 faculty members, this position may be stressful, as it experiences a high volume of work with tight deadlines, complex situations, and multiple stakeholders; superior attention to detail and accuracy is required.
Typical Duties/Accountabilities:
Coordinates Collegial processes as per Department Head’s direction while acting proactively, and efficiently with minimal direction.
Anticipate the various and complex needs of the Department Head and other faculty leaders, ensuring that confidentiality, discretion, and professionalism are displayed at all times.
Coordinates and supports faculty and staff recruitment, onboarding and offboarding processes.
Undertake and/or manage special projects, events, and other duties assigned by the Department Head.
Draft and edit correspondences, reports and presentations on behalf of the…