Administrative Coordinator - Population Health Science & Policy

 

The Administrative Coordinator is required to manage administrative and academic activities relating to the faculty within the Department of Population Health Science and Policy. Duties will include activities such as meeting coordination and calendar management, answering phones, travel coordination and reimbursement, supply ordering, and other day-to-day operations as required. Under the guidance of the Administrative and/or Finance Manager, the individual will also assist with the preparation and submission of Federal, State and Foundation grants and contract applications. The individual will report into the Project Manager.

• Provides administrative support to the principal investigator as related to day-to day operations of the program. Maintains the project’s calendar, coordinates meetings; including booking space,
coordinating schedules, and confirming attendees
• Screen telephone calls; answer inquiries or direct caller to the appropriate individual for
further information and/or resolution
• Make travel arrangements and accommodations to include air, train and hotel reservations. Submits travel requests, reimbursements/vouchers, and expense reports as required
• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included
• Participate in the completion of grant applications and special projects
• Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports. Prepares and monitors budgets and grant allocations, and maintains accruals
• Prepares documents required to maintain balanced accounts for review and approval. Maintains files, and ensures compliance with regulatory standards
• Assist with the preparation of manuscripts and presentations: prepares tables, text and slides, performs literature searches as needed
• Routinely update the biographical sketches which includes (but is not limited to) adding grants as they are awarded, journals, and articles as papers are written
• Ensures adequate restock of supplies. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from supplier and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors’ contracts and renews as needed
• Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships. Assist in the development and coordination of informational packets for participants. Transcribes and distributes minutes
• May assist with tracking of Paid Time Off (PTO) requests for laboratory support staff and generates quarterly reports for TCI Administration
• Investigates, evaluates and resolves typical administrative or operational problems or situations affecting the work unit
• Serves as a liaison with other departments or external parties as necessary to accomplish objectives and/or to complete projects or assignments
• Screen and prioritize incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s)
• Performs other related duties as assigned

• Bachelor's degree and 5 years related administrative experience required; preferably in an academic or healthcare environment (i.e. university/medical center setting)
• Ability to work proactively and independently with minimal supervision
• Solid experience in using MC Office programs and software including Word, Excel, PowerPoint, and Outlook as well as experience with Doodle Poll, WebEx, and GoTo Meeting
• Knowledge of PubMed, and InfoEd desirable
• Knowledge of grants highly desirable
• Experience with both PC and Mac software is strongly preferred and familiarity with FileMaker databases is a plus
• Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements, or cultures
• Communication: Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message
• Contributes to Team Success: Actively participates as a member of a team to move the team toward the completion of goals
• Initiates Action: Takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive
• Manages Work (includes Time Management: Effectively manages one’s time and resources to ensure that work is completed efficiently
• Stress Tolerance: Maintains stable performance under pressure or opposition (such as time pressure or job ambiguity); handles stress in a manner that is acceptable to others and to the organizations