Administrative Coordinator

Endocrinology Division

Schedule: Monday–Friday, 8:00 AM–5:00 PM
Location: Riley Hospital

Position Overview

This position provides high‑level administrative and technical support to the Endocrinology Division’s Chief, including the Service Line Administrator and other senior leadership. The role requires strong organizational skills, sound judgment, and the ability to manage complex administrative functions with a high degree of autonomy. The successful candidate will handle confidential information, coordinate varied priorities, and serve as a professional representative of the division.

Key Responsibilities

Administrative & Leadership Support

• Maintain Outlook calendar and division‑wide calendar
• Coordinate meeting logistics, distribute agendas and meeting minutes
• Draft, manage, and distribute division communications
• Serve as administrator for faculty annual reviews, including distributing and maintaining records
• Process continuing medical education (CME) and reimbursement documentation
• Arrange travel and manage itineraries for faculty, visiting speakers, and recruits
• Schedule and host outside speakers and other visitors

Operations & Coordination

• Maintain Amion, QGenda, and Backline systems
• Organize and support division retreats and special events
• Coordinate with the Practice Manager, Service Line Administrator (SLA), Division Chief, and Fellowship Coordinator
• Provide limited ordering of office supplies
• Support department‑wide initiatives, project tracking, and reporting

Administrative Excellence

• Prepare high‑quality presentations, reports, and correspondence for internal and external stakeholders
• Process invoices and expense reports
• Ensure accuracy and availability of office records, files, and operational data
• Provide basic budget oversight and reconciliation
• Identify and resolve administrative and operational challenges proactively

Training & Oversight

• Train and support junior administrative staff
• Delegate and oversee day‑to‑day administrative tasks, as appropriate

Skills for Success

• Strong accountability and integrity
• Ability to handle sensitive and confidential information with discretion
• Excellent organizational and time‑management skills
• Professional communication and customer service approach
• Strong independent judgment and problem‑solving abilities
• Ability to anticipate leadership needs and address issues proactively
• Comfortable working with limited guidance in a fast‑paced, complex environment

Work Style & Expectations

• Manages multiple priorities with high autonomy
• Exercises sound judgment and adapts to changing needs
• Maintains a high level of professionalism when representing the division
• Demonstrates initiative and ownership in daily operations

Required & Preferred Qualifications

• Bachelor’s degree or equivalent years of experience required
• Minimum of three (3) to five (5) years of relevant professional experience
• Intermediate experience receiving, analyzing, and interpreting complex data and information
• Experience working within a matrix organization or complex work environment preferred
• Advanced proficiency with Microsoft Office applications, including Word, PowerPoint, and Excel