Administrative Coordinator

JOB SPECIFIC TASKS AND RESPONSIBILITIES:

• Manage the Vice Chair of Research calendar, communications, and administrative projects.
• Coordinate schedules, meetings, and travel arrangements for leadership and visiting faculty, as needed.
• Function as a point of contact for internal departments, vendors, clients, and guests. Answer phones and manage correspondence.
• Oversee planning and preparation for committees. Distributes minutes, prepares agenda, materials, and committee work.
• Prepare reports, presentations, spreadsheets, and other documents. Handle data entry and maintain records and databases.
• Compile, analyze, and summarize data from multiple sources to create detailed complex documents, reports and high-level presentations.
• Manage research designated facilities and office space, including equipment, software, and furniture orders, space relocations, and coordination with hospital facilities teams.
• Participate in project coordination and execution of department and/or institute initiatives including coordinating timelines, deliverables, action items, and team communications.
• Assist in planning and executing academic conferences, symposia, online events, on- and off-site meetings.
• May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.