Admin Services Coordinator

Position Summary

The Administrative Services Coordinator (ASC) provides comprehensive administrative support to faculty members within the Department of Dermatology. Primary responsibilities include supporting departmental operations, coordinating and planning activities, and ensuring the timely and accurate flow of information between faculty and internal and external colleagues and constituents.

The ASC may be assigned specific projects in support of the faculty they serve and is expected to demonstrate strong attention to detail, effective time management, and the ability to meet deadlines and expectations. The position supports and upholds the mission, vision, and values of the Department of Dermatology.

This role requires flexibility and a collaborative, team-oriented approach to managing workload. A high level of professionalism, discretion, confidentiality, independent judgment is essential. The ASC reports to the Department Administrative Officer.

Position Responsibilities

·         Provide comprehensive, high-level, confidential administrative support to faculty, including financial, strategic, personnel, and other highly sensitive information.

·         Deliver administrative support to departmental faculty, including calendar management, travel coordination, and preparation and distribution of correspondence.

·         Monitor, renew, and maintain records for provider licenses, certifications, professional memberships, and society affiliations.

·         Support educational and academic activities, including tracking CME credits and maintaining faculty CVs and professional records.

·         Assist with the management of departmental social media accounts, including content preparation, posting, and coordination with departmental leadership to ensure compliance with institutional guidelines.

·         Process requisitions in accordance with institutional policies and procedures.

·         Collaborate with departmental finance teams to monitor and support spending related to departmental events and activities (e.g., trainee welcome events, annual holiday dinners, divisional meetings).

·         Execute administrative workload necessary to support departmental strategic planning initiatives and ensure forward progress on established goals.

·         Prepare patient satisfaction reports, review patient comments, and disseminate findings to faculty, Division Directors, and administrative leadership.

·         Demonstrate working knowledge of organizational policies and procedures to ensure appropriate decision-making and compliance.

·         Respond to internal and external inquiries regarding departmental services, personnel, and operations.

·         Prepare meeting agendas, identify participants, and coordinate logistics.

·         Collect, prepare, and distribute briefing materials in advance of meetings.

·         Ensure appropriate follow-up actions are completed and documented.

·         Initiate and coordinate follow-up meetings and communications with key stakeholders across mission areas.

·         Independently draft complex correspondence and communications for internal and external audiences on a wide range of topics.

·         Serve as general reception support for the Dermatology administrative offices.

·         Receive, sort, and distribute mail and packages.

·         Perform additional duties as assigned.

Education Requirements

A bachelor’s degree or an equivalent combination of education and experience is required.

Experience Requirements

• 1 to 2 years recent and relevant administrative experience supporting executives or leaders in a large organization.
• Experience working independently to manage multiple projects and programs at a time. Ability to assess prioritie