Administrative Assistant 3 - Radiology

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Job Title:

Administrative Assistant 3 - Radiology

Department:

Medicine | Radiology

Job Description Summary:

The Administrative Coordinator provides comprehensive administrative, operational, financial, and faculty support for the Center for Imaging Excellence (CIE) within the Department of Radiology. This position serves as a key partner to faculty by anticipating needs, managing complex schedules and communications, coordinating meetings and records, supporting recruitment, onboarding, credentialing, and compliance activities, and assisting with data collection and reporting to inform decision-making and strategic planning. The role also supports budget administration, financial transactions, procurement, travel coordination, and faculty career advancement activities, including professional memberships, resumes, biosketches, funding proposal documentation, and the Appointment, Promotion, and Tenure process. In addition, the Administrative Coordinator oversees office operations, maintains records and resources, coordinates seminars and special events, and fosters a collaborative and supportive environment for faculty, students, and staff.

Faculty Support 40%
Coordination

• Serves as an Administrative Coordinator for the Center of Imaging Excellence (CIE), providing comprehensive administrative support to faculty and their reports
• Anticipates faculty needs and prioritizes support duties accordingly
• Independently navigates complex workflows, policies, and systems to support faculty needs
• Serves as the primary point of contact for Division faculty, resolving inquiries and connecting them with appropriate resources
• Partners with Administrative Coordinators to provide cross-coverage and maintain continuity of faculty support during absences, high-volume periods, and special projects

Research & Records

• Researches, collects, and summarizes data to support faculty decision-making and strategic planning
• Takes, types, and transcribes meeting minutes
• Assists with the recruitment, onboarding, and credentialing of Division faculty, research scientists, and research students
• Partners with HR to support faculty hiring of staff and student workers
• Monitors compliance for all Division faculty

Correspondence & Scheduling

• Manages Division faculty calendars and schedules meetings
• Composes and responds to routine correspondence independently

Budget, Travel & Career Support 40%
Budget

• Assists faculty with budget preparation and monitoring
• Tracks expenses and processes reimbursements for faculty and their team members
• Supports faculty with procurement and purchasing
• Prepares financial requests using Workday

Travel

• Arranges complex travel plans and itineraries for Division faculty and team members
• Compiles documents for meeting-related travel and processes required forms
• Prepares travel orders using the travel system

Career Support

• Maintains professional society memberships
• Assists Division faculty with maintaining current CVs and biosketches
• Assists with assembling documents for funding proposal submissions and progress reports
• Supports faculty through the Appointment, Promotion and Tenure (AP&T) process

Office Operations 15%

• Organizes and coordinates office operations