Sr. Administrative Coordinator

We are seeking a Sr. Administrative Coordinator to provide complex administrative and project support in the Administration Office of the Department of Ophthalmology. Responsibilities include scheduling complex appointments and meetings, preparing meeting materials, preparing confidential correspondence, 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, Administrator and Ophthalmology’s administrative leadership team. Performs duties of a sensitive and confidential nature.

Responsible for administrative operations of the Department of Ophthalmology, including, but not limited to, office and administrative support, purchasing and procurement, SAP transaction processing, communications support, complex large scale event coordination and project management support. 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, Administrator, Vice-Chairs and administrative leadership and others as identified to include maintaining schedules, set up and prepare for meetings, prepare and edit general correspondence including dictation, 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.
• Identify and resolve administrative problems and issues.
• Work as part of Ophthalmology’s administrative support team.
• Answers telephones, screens callers, takes messages or refers questions to the appropriate staff, and greets visitors.
• Maintains calendars, schedules appointments and conference rooms.
• Coordinate large conferences, events and meetings. 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 activity runs smoothly.
• Work in conjunction with the administrative manager on a variety of related projects and activities.
• Represent the Department and Director 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.
• Assist personnel with reimbursement requests and other administrative support as assigned; process invoices and checks; serve as e210 approver for assigned staff; order/maintain office supplies, maintain office equipment, coordinating with facilities for building access (keys/swipes); coordinate housekeeping & general maintenance issues; manage Permanent Property Pass annual requests to Security (including pickup and distribution); issue single property passes to vendor representatives and staff; submit medical records requests.
• 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 other absences as needed.
• Perform other duties as required.

• High School Diploma or graduation equivalent.
• Five years progressively responsible administrative experience.
• Additional education may substitute for required experience, to