Administrative Coordinator - Psychology & Biobehavioral Sciences

The Department of Psychology and Biobehavioral Sciences is seeking an Administrative Coordinator to fully support the Department Chair (VP). The administrative coordinator will manage daily activities, anticipating, initiating, and coordinating administrative and programmatic functions to support research and academic efforts for the departmental executive and other senior faculty members.

The scope and complexity of this position is such that the Administrative Coordinator must ensure timely completion of administrative details, working under minimal supervision, but in accordance with established policies and procedures, provides administrative services in managing communications, providing accurate and timely information, protecting data confidentiality and working regularly with matters which require extensive knowledge of the department’s area of responsibility.

The ideal candidate has prior experience as an executive assistant and is adept in providing senior and executive-level administrative support, office automation technologies, open to process changes, new ideas and working in a team structure. The ideal candidate will use critical thinking skills to address needs in a logical manner, communicate regularly and clearly, and share knowledge with the team. This is a key administrative position in a fast-paced, collaborative department.

Responsibilities:

Schedule: Monday-Friday 8:00 am - 4:30 pm, or 8:30 am – 5:00 pm (on-site)

• Coordination of meetings and travel logistics for Department Chair and assigned faculty members, visiting faculty, faculty candidates, etc.

• Calendar (schedule) management (MS Outlook) for assigned faculty members

• Assist in the preparation of reports, presentations, and other key documents, formatting and editing (i.e., CVs, journal manuscripts, meeting agendas)

• Monthly budget tracking and expense monitoring (~$500K), vendor coordination, reporting and reconciliation

• Data entry, form completion and record maintenance across various software platforms

• Management of supply inventory and order requisitions, tracking vendor contracts

• Provide operational oversight for faculty recruitment efforts and visiting collaborators, including itinerary development and logistical coordination for visiting candidates and collaborators.

• Serving as initial point of contact and/or liaison for assigned areas or projects, frequently interacting with internal and external customers

• Practicing institutional core values and helping to ensure compliance with institutional and departmental administrative policies

• Mentor and support junior administrative team members, fostering a collaborative and high-performing team environment.

Minimum Education and/or Training:

• High school diploma/GED required.

• Bachelors degree preferred.

Minimum Experience:

• Minimum Requirement: 6+years experience in administration or related area.

• Experience Exception: Bachelor's degree and 2+ years experience in administration or related area.

• Proven experience supporting senior executives in a complex, fast-paced environment.

• Strong organizational, communication, and problem-solving skills.

• Demonstrated ability to handle confidential information with integrity and discretion.

• Proficiency in managing budgets, coordinating logistics, and supporting project execution.

• Commitment to St. Jude’s mission, values, and culture of excellence and innovation.

• Experience in event coordination and vendor management.

• Experience in managing communication with variety of stakeholders with tact and sensitivity.

• Experience managing documentation, generating reports and doing simple analysis.

• Substantial experience working with office technologies including Microsoft Office (Word/ Excel/ Power point etc.).

Compensation

In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near