Administrative Coordinator & Department Operations Manager

Administrative Coordinator & Department Operations Manager

Requisition :  Position Type:
Full-Time Schedule

Shift: Day Hours Per Week: 38 Travel:
None Category:
Administrative/Office Support Overview This position will work closely with the Associate Dean of Faculty Development and the Continuing Medical Education (CME) Director to support Faculty Development, the Clinical Distinction program, and CME activities, working with faculty, students, clinical sites, and external partners. Assignments vary across these areas based on department needs. Occasional local travel to clinical sites may be required.

This position requires the learning & utilization of multiple software platforms, comprehending and working within university and CME accreditation regulatory frameworks, planning/organizing, building and maintaining systems-based processes, project and event coordination, and data entry/input and reporting. Responsibilities
• Schedule and coordinate appointments, meetings, travel arrangements, and virtual events; maintain and manage departmental calendars.
• Coordinate departmental and committee meetings, including preparation of agendas, minutes, and follow-up on action items.
• Serve as first point of contact for department inquiries from faculty, students, clinical sites, and external partners.
• Draft, edit, and distribute communications, newsletters, reports, presentations, and instructional documents; utilize mail merge and bulk mailing systems.
• Establish, organize, and maintain electronic and physical filing systems to ensure accurate record retention and accessibility. •
• Responsible for assisting with and maintaining records for the department budget, including purchase requisitions, contracts, and reimbursements.
• Coordinate assigned CME activities from inquiry through completion, applying established criteria and checklists, entering data in the CME management system, maintaining activity records and documentation for accreditation, and routing activities to the CME Director for final approval.
• Support Faculty Development and Clinical Distinction programs by managing inquiries, maintaining records, tracking participant progress, administering forms, and compiling program evaluation and assessment data.
• Develop, maintain, and enhance databases, tracking systems, surveys, dashboards, and automated workflows; document and update related processes and procedures.
• Serve as the department's system administrator for learning management, tracking, and reporting platforms; provide training and technical support to faculty and staff.
• Research, recommend, and implement process improvements and technology solutions to increase operational efficiency; collaborate with Information Technology and external vendors to troubleshoot and resolve system issues.
• Develop and execute marketing and communication initiatives for departmental programs, including email campaigns, websites, social media content, and promotional materials.
• Promote department programs and CME services, and serve as liaison with internal departments, clinical sites, and external partners.
• Coordinate departmental projects by monitoring timelines, milestones, deliverables, and progress updates.
• Plan and manage logistics for meetings, educational programs, conferences, and events conducted on campus, virtually, and at affiliated clinical sites.
• Facilitate educational sessions and events by hosting programs, introducing speakers, and presenting departmental processes, services, and initiatives.
• Create and maintain presentation materials, instructional resources, website content, and multimedia resources, including basic video recording and editing.
• Utilize and maintain proficiency in departmental…