Administrative Coordinator II - Department of Medicine

The Administrative Coordinator II is responsible for administrative and office service activities such as purchasing, payroll, records control and human resources for the head of a department, care center or division, with additional higher level functions including credentialing, appointments and promotions, special projects and grants. This individual is expected to oversee administrative direct reports, and typically reports to a division head, vice president or higher-level executive. S/he may function as Supervisor or Administrative Manager in the absence of higher level department leadership.

• Oversees office and administrative operations, including those of human resources, financial maintenance, staffing, projects and credentialing.
• Assists in maintaining and monitoring the budget and grant allocations. Prepares documents required to maintain balanced accounts for review and approval.
• Initiates and follows through on human resources and payroll transactions. Generates weekly payroll submission. Maintains liaison with human resources and payroll to coordinate and resolve issues and problems.
• Ensures adequate restock of supplies for department. 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.
• Develops, updates and/or revises informational flyers, brochures, leaflets and mailings.
• Researches, locates and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical reports.
• Checks materials submitted for supervisors attention to ensure all relevant data, authorizations and pertinent information are included.
• Mentors, trains and/or conducts orientation for new office support staff and monitors performance.
• Coordinates administrative, secretarial and/or general office support coverage.
• Performs other related duties.
• Bachelors Degree or combination of applicable experience and education
• 7+ years related administrative or business experience required. Some supervisory experience strongly preferred.