Sr. Administrative Coordinator (Anesthesiology and Critical Care Medicine)

We are seeking a Sr. Administrative Coordinator who will provide administrative support and perform general office management duties necessary for the efficient operation of an office, unit, or program. This position may provide support for fiscal and budget management for the assigned area, and provide project support to a Dean, Associate Dean, Department Chair, program leadership, or comparable business leaders. The responsibilities of this role require significant collaboration and coordination with others.

Specific Duties & Responsibilities

• Plan, support, and organize daily activities of the office, unit, or program.
• Provide complex administrative, project, and calendar support to a Dean, Associate Dean, Department Chair, program leadership, or comparable business leaders.
• Manage team and/or assigned leaders’ calendars; plan and schedule meetings and coordinate associated logistics.
• Support the administration of the department/unit's budget, including monitoring and tracking expenses, budget reconciliation, resolving issues, reimbursements, and assisting with developing budget projections, and collecting information for budget development.
• May represent department management in appropriate circumstances within the scope of the position’s responsibility and purview.
• Independently develop and manage complex and key administrative projects (databases, reports, office workflow, records control, course materials, coordinate and manage educational program administration for residency, clerkship, visiting learner, and rotator programs.
• Manage learner, faculty, and program evaluations, including distribution, tracking, reporting, and maintenance of records to support accreditation and compliance requirements.
• Administer educational management systems, including New Innovations, ERAS, and Thalamus.
• Coordinate purchasing processes; process various invoices and reimbursements.
• Assists with visiting rotators scheduling, orientation, assignment to residents, and student evaluations, and facilitate letters of recommendation as needed.
• Assists with all aspects of recruitment.
• Prepare meeting materials (e.g., draft agenda, collect relevant information) and provide staff support for high-level meetings. Record and draft minutes, monitor, and follow up on action items.
• Coordinate and provide various general office services, e.g., purchasing, records control, office moves/renovations, repairs, and maintenance.
• May serve as the liaison or office contact with facilities or other service providers.
• Identify and resolve administrative problems and issues.
• Analyze operating practices, processes, and procedures (e.g., record keeping systems, forms, and evaluation control, personnel requirements).
• Develop and recommend administrative processes/procedures to ensure efficiency in general office operations, interpret, and communicate operating policies.
• Develop and produce reports.
• Assist with the preparation of presentations.
• Assist with planning special events/functions, including workshops, conferences, annual overnight Washington, DC , recruitment, interview, onboarding, orientation, graduation, and other educational events and activities for trainees and faculty. etc.
• Coordinate preparation, set up, and logistics for department/office events/functions.
• May perform some non-routine and confidential administrative functions.
• Coordinate work assignments of students and/or temporary office support, as needed.
• Other duties as assigned.

The Senior Administrative Coordinator serves as a primary liaison between trainees, faculty, institutional offices, and external organizations, including the Accreditation Council for Graduate Medical Education (ACGME), American Board of Anesthesiology (ABA), National Resident Matching Program (NRMP), Electronic Residency Application Service (ERAS), Thalamus, affiliated training sites, and visiting institutions. Responsibilities include supporting resident and medical student education, coordinating recruitment and interview activities through ERAS and Thalamus, maintaining accreditation and certification records, managing trainee, faculty, clerkship, and rotator evaluations, coordinating visiting learners and international rotations, managing educational resources and budgets, and ensuring compliance with departmental, institutional, and regulatory requirements.

The position is responsible for monitoring, distributing, tracking, and maintaining evaluation data for residents, fellows, faculty, medical students, visiting rotators, and educational programs to support accreditation requirements, program quality improvement initiatives, and annual reporting. The Senior Administrative