Sr. Administrative Coordinator

The Pathology Department is seeking a Sr. Administrative Coordinator who will provide administrative support for Pathology Administration / Leadership (including but not limited to: Director, Administrator, Associate & Assistant Administrator, Finance & Human Resources) Ensure a smoothly functioning office; interprets operating policies; exercises independent judgment in the resolution of administrative problems, prioritizing of workload, facilitating schedules/travel arrangements and expense reconciliation, purchasing supplies, coordinates special projects or programs, such as: seminars, courses, donation centers, training programs, etc. Serves as a resource in a team environment. Provides secretarial support including appointments, correspondence, ordering, typing and filing. Understands confidentiality, HIPAA, and departmental specific policies relating to medical, business, and employee records. Follows policies in regards to discussion, faxing and handling of patient medical records. Customer service representative duties may include call for reports, slides, interface with patients, clinicians, outside institutions. Serves as key point of contact with both internal and external contacts requiring advanced customer service, communication, and interpersonal skills.

Specific Duties & Responsibilities

• Participate as requested in the preparation of documents (typing, organizing, requesting various information including but not limited to business reports, records or research documentation, patient records, grant proposals, clinical or research protocols, employee documents, and/or finance & contractual agreements.
• Represents the department in answering the telephone and greeting & assisting all visitors in a positive and professional manner. Main point of contact for front desk, phone coverage, mail distribution, keeping updated email lists, maintain updated name binder of departmental personnel in mailroom and updated mail slots (especially residents that change annually on July 1st).
• Helps coordinate and document management, narrative and statistical reports. Retrieves and returns materials.
• Interaction involves pathology faculty, residents, staff, students, visitors, and on occasion patients.
• Order supplies and equipment, as needed.
• Prepare & distribute agendas, meeting minutes & reminders for meetings. Coordinate meeting room schedules and availability. Set up and break down of meetings, conference phone or webcast. Announce, prepare agenda and distribute attachments for weekly POG meetings. Schedule Carnegie 489 and other meeting rooms as requested.
• Compose agendas, documents, correspondence, and memos on behalf of the Director, leadership, or faculty. Transcribe and/or type manuscripts, technical documents, tables, graphs/charts, correspondence and notes, formatting and compiling information for grants, protocols, presentations, reports, manuscripts, etc. Create and send email announcements to worldwide educational groups using Mailchimp web program on regular basis for PathCast through former GI/Liver fellow, Rifat Manan. Provides standard communications for the department for memos, meetings, lectures, etc.
• Provide support for activities with national societies, research projects, and scholarly publications and presentations, serving as a liaison between department and vendors, other departments, and outside organizations. Reference Management.
• Serve as coordinator for travel and sponsored events including but not limited to manage necessary scheduling/calendars. Primary contact to schedule meetings for Dr. Hruban, arrange his travel and maintain his calendar. Provides support as needed for faculty or staff or other administrators in the department (ie: setting up faculty search itineraries).
• Perform ad hoc research and fact-finding on a wide variety of administrative issues and items; know the formal and informal Institute goals, standards, policies and procedures. Create, maintain, & analyze electronic and paper record keeping systems including retrieval, retention, storage, compilation, updating, and destruction of files; creating new systems or revising established procedures as needed.
• Maintain equipment and service contracts including computers, office equipment.
• Locates and compiles information and formats reports, graphs, tables, records and other sources of information. Assembles and categorizes facts and figures for written computation and calculations.
• Assists with special events and meetings: planning, set up, breakdown, and follow up. Organize Departmental Faculty meetings (twice per year) - prepare presentation and agenda, order snacks, keep records. Provides support/take lead role on special projects as they arise (ie: Departmental Review for the Dean in May 2019; list of