Sr Administrative Coordinator

We are seeking a SR. Administrative Coordinator to provide complex administrative and project support to the Director of Research for Urology, the co-Directors of the Cancer Ecology Center and Network, and the Administrative Manager of the Brady Research Labs and Biorepository. Responsibilities include scheduling complex appointments and meetings, preparing meeting materials, preparing confidential correspondence, compiling data, answering telephones, special projects, and records maintenance. Independently manage projects, develop and maintain positive working relationships internally and externally to the Department, the University, and with those with whom you come into contact, including University representatives, corporate and business representatives, faculty, staff, and students. Provide administrative support for the Director’s clinical practice. Performs duties of a sensitive and confidential nature.

Responsible for administrative operations of the Department of Urology, including, but not limited to, office and administrative support, purchasing and procurement, SAP transaction processing, communications support, contract administration, budget assistance, complex large scale event coordination and project management support. Assist administrator in preparing reports. Coordinate and assist with planning of special projects and events, office activities, and committee meetings as requested.

Specific Duties & Responsibilities

• Provides administrative support to department Director of Research for Urology, the co-Directors of the Cancer Ecology Center and Network, the Administrative Manager of the Brady Research Labs and Biorepository and others as identified to include maintaining schedules, set up and prepare for meetings, prepare and edit general correspondence, take and maintain minutes for meetings as required, and prepare and maintain required reports.
• Communicates effectively and maintains positive, courteous, supportive, and professional working relationships with all levels of contacts; contributes to the customer service oriented atmosphere within the department to assist when needed or requested
• Independently coordinates departmental events and meetings.
• Identify and resolve administrative problems and issues.
• Maintains patient relations compliment/complaint letters, types correspondence and keeps track of patient complaint resolution.
• Work as part of Urology’s administrative support team
• Answers telephones, screens callers, takes messages or refers questions to the appropriate staff, and greets visitors; provides backup phone coverage for department as needed; schedules elaborate and detailed meetings and appointments
• Maintains calendar, schedules appointments and conference rooms.
• Independently coordinate all aspects of large conferences and events. This includes developing the guest list, creating and mailing invitations, securing the event venue, working with catering companies to develop menu options, event decor (florist, place setting, and lighting), hiring a band/DJ, document preparation, and ensuring that the event runs smoothly.
• Updates staff database, group email lists, and sets up mailboxes for new staff.
• Work in conjunction with the administrative manager on a variety of related projects and activities.
• Represent Department and Director of Research as appropriate in communicating with faculty, staff, and external contacts, respond to questions, resolve issues, and gather data as needed.
• Independently develop and coordinate complex and key administrative projects, including communication plans, policy changes, and enhancements in department systems and record keeping.
• Develop and recommend administrative processes and procedures to ensure efficiency.
• Serve as a general resource for all inquiries from a variety of constituents including providing information on related activities, policies and procedures.
• Research and compile materials for presentations and projects according to office procedures.
• Establish and maintain an organized filing system according to office procedures to ensure the expeditious retrieval of information in both paper and scanned format.
• Reconcile monthly reports, post and disseminate information as appropriate, and prepare reports on a monthly, quarterly, or as needed basis.
• Process departmental/cancer ecology center laboratory procurement requests.
• Assist cancer ecology center laboratory personnel with reimbursement requests and other administrative support
• Place orders, verify shipments, and resolve purchasing related issues.
• Access and implement communications requirements (i.e. phones, office and cell)
• Provide coverage of responsibilities of other administrative staff during vacations or othe