Administrative Coordinator

We are seeking an Administrative Coordinator to provide administrative and secretarial support to the Division of Addiction Medicine, the Fellowship Program and the Comprehensive Care Practice. This position is highly visible and will be the first point of contact to the division for faculty, students, staff, alumni, donors, community, professional colleagues, local/state/federal government agencies, etc., both national and international. The Administrative Coordinator will serve as a liaison with other University divisions, medical center departments, and external organizations. The Administrative Coordinator will assist with credentialing for the division. 

Specific Duties & Responsibilities

• Manage the director’s electronic calendar for multiple meetings and manage frequent requests.
• Assist with managing the administrative calendars for the Division Director, Manager and additional faculty as needed. Assist in resolving scheduling conflicts between multiple parties.
• Answer multiple telephone lines, screen callers, document detailed messages and relay messages by prioritizing importance.
• Function as Fellowship Coordinator, working with Fellowship Director. Assist with credentialing, onboarding, scheduling and meetings. Assist in preparation of teaching material/syllabi.
• Act as an information resource and provide assistance for director, faculty, division administrator, manager, trainees and staff as well as contacts from outside the division.

• Preparation and dissemination of physician coverage schedule for Addiction Medicine Unit (AMU).
  
• Preparation and dissemination of weekend coverage pay for payroll.
• Work with the medical center’s department of Information Technology (IT) to maintain division computer equipment and software.
• Assist faculty and staff in accessing network systems and provide account information to IT office upon request.
• Work with Manager, SOM Design and Construction Office to maintain space database for Division.
• Assist with credentialing process for all faculty.
• Assist with updating employee list for division, notifying appropriate parties of new hires and terminations for the division.
• Order supplies and equipment. Maintain equipment functionality and service log.
• Manage conference room calendar.
• Maintain filing system for academic, administrative and other relevant files.
• Plan special events and meetings.
• Work on special projects as requested.
• Schedule and coordinate all divisional meetings. Send out reminders to meeting participants regarding upcoming meetings. Prepare and disseminate minutes.
• Assist with grant assembly and grant submissions for the department serving as a liaison between the DOM and the Principal Investigator.
• Aid the department in carrying out excellence in research, teaching, and practice by strengthening the infrastructure of the department.
• Prepare correspondence from dictation as requested.
• Prepare and edit slides, manuscripts, PDFs and reports.
• Coordinate conference calls; receive, send, sort and distribute faxes; photocopy and scan documents.
• Retrieve daily mail, sort, date stamp and distribute to appropriate staff.
• Receive, unpack, check invoices and distribute deliveries from vendors and other University/Hospital offices.
• Reconcile paid invoices against university accounts.
• Compile data for preparation of various periodic ad hoc reports.
• Manage record keeping systems including expense spreadsheet.
• Relay messages and greet visitors to the division.
• Coordinate office activities.
• Work with the manager to update divisional policy and procedure manuals as necessary.
  
• Coordinate meetings/events which involve securing meeting places and coordinating travel, hotel, and reimbursements.
• Monitor renewal of licenses and memberships for Division Director and other faculty as needed.
• Other duties and special projects as assigned by Division Director or Manager.
  

Additional Knowledge, Skills & Abilities

• Ability to function independently.
• Ability to use a PC, laptop, phone, electronic fax, copier, scanner, printer, LCD projector, and transcription equipment.
• Ability to communicate on a professional level, act appropriately and effectively with all levels of staff, exercise good judgment, and think creatively to manage complex projects and to resolve operational issues.
• Perform duties of a sensitive and confidential nature, therefore the position requires an immense degree of discretion and tact.
  
• Ability to prioritize workload as needed to meet deadlines.
• Knowledge of the formal and