Administrative Coordinator - Institute for Health Equity Research

The Administrative Coordinator (‘AC’) at the Institute for Health Equity Research (IHER) coordinates administrative scheduling activities for IHER’s faculty and leadership as well as offers officewide administrative assistance when assigned. The AC helps provide administrative assistance to the administration and faculty by coordinating multiple meetings & calendars, drafting correspondence and invites, obtaining conference rooms, maintaining e-files, host internal/external visitors and attendees, and liaising with IHER and ISMMS/MSHS staff and faculty.  The AC is involved aspects of event planning and contributes to internal and external communications. A successful AC is very organized and professional, takes ownership and initiative, is dynamic with a solutions-oriented mindset, and becomes a trusted business partner to the IHER Administration team.

• Calendaring of internal and external meetings for the IHER faculty on multiple team calendars.
• Multitasks coordination of simultaneous meetings and appointments office-wide; confirms participants and meeting logistics via Outlook invite; facilitates and monitors the preparation and distribution of meeting materials; transcribes and distributes meeting minutes.
• Conduct administrative, secretarial, and/or general office support coverage as assigned per project
• Makes travel arrangements and prepares reimbursements and helps monitor expenses. 
• Participate in planning and logistical arrangements for meetings, seminars, forums, and conferences. 
• Prepare internal and external communications on Institute related events and activities, including highlighting Institute research findings and programs on social media platforms as needed. Develops, updates and/or revises informational flyers, brochures, leaflets and mailings.  
• 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.
• Answers inquiries and/or re-directs callers to the appropriate individual for information and or/resolution.
• Assist with screening and prioritizing incoming calls, mail/email for action and follow up and transfer.
• Performs other related duties, as assigned.

• Bachelors Degree or equivalent combination of applicable education and experience
• 5 years related administrative or business experience required. Some supervisory experience preferred. experience and education

Preferred:

• Strong knowledge of MS Outlook, MS Word and Excel and webinar software (i.e. Zoom)
• Design or data collection software knowledge a plus
• Excellent oral and written communications skills
• Demonstrated teamwork skills, cultural competence, and professionalism. 

 

 

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