Administrative Coordinator

General Statement of Duties: Reporting to the Department Administrator, the Administrative Coordinator provides complex administrative support to the Department Administrator and supports the operations of the Department of Oral Medicine, Infection and Immunity.

Essential Responsibilities

• Event Coordination: (Other Divisions and CE)
• Handle payments for services/goods
• Make applicable restaurant reservations
• Coordinate hotel stays for visitors
• Coordinate flights for visitors
• Organize schedule of events and send out to applicable parties
• Assist with event day-of: registration/welcome table, hand out badges, etc.
• Write up certificates for visitors
• Make any last-minute orders for food, awards, certificate folders
• Coordinate with facilities to make sure tables are set up/trash out, etc.
• Notify security personnel of visitors if applicable
• Make fliers and send to applicable parties
• Follow trademark process for any special items and follow through with ordering
• Support the Management of OMII calendar
• Reach out to applicable parties to find a time and then send calendar invite
• Book rooms if applicable
• Notify security personnel of visitors if applicable
• Respond to those requesting meetings
• Reschedule appointments if applicable
• Finance
• Procurement: Handle supplier orders through the Buy 2 Pay system.
• Expense Management: Department card reimbursements via Concur.
• Support faculty purchases/ordering
• General Administration
• Submit reimbursements to faculty and residents for their conference fees and membership dues
• Send packages via Fedex as requested
• Assist with parking requests for faculty and visitors
• Answer miscellaneous questions for faculty, staff, visitors, residents, and lab members
• Help coordinate building/lab access for existing faculty/lab members
• Order items from amazon for labs/faculty
• Take/organize meeting notes as needed
• Contributes to the mission and vision of HSDM and models the School's core values in all facets of the work.
• Performs other related duties as assigned or requested.
  
  

Required Qualifications

• Bachelor's degree or an equivalent combination of education, training, and experience.
• Three years of administrative experience. A combination of education and experience will be considered.
• Superior organizational skills and ability to handle multiple tasks simultaneously and meet deadlines in a busy, complex environment with competing priorities.
• Must demonstrate impeccable attention to detail.
• Must be proficient in standard office software, especially Excel, along with Word, email and calendar systems and the ability to learn new software.
• Ability to work independently and anticipate and resolve problems with minimal supervision in a work environment of multiple and conflicting priorities.
• A high level of competence and a strong combination of time management, administrative, organizational, and interpersonal skills, flexibility, and good judgment.
• Excellent written and oral communication skills.
• Ability to successfully pass a comprehensive background check at hire.
  
  

Additional Preferred Qualifications

• Bachelor's degree preferred.
• Experience with academic planning, curriculum, and policy is a plus.
  
  

Working Conditions

• Work is performed in an office setting.
• Must be able to work on-site on a regular basis.