Administrative Coordinator, Gerontology

Department:

38923 Wake Forest University Health Sciences - Gerontology

Status:

Full time

Benefits Eligible:

Yes

Hours Per Week:

40

Schedule Details/Additional Information:

Varies

Key Responsibilities:

Leadership & Team Management

• Supervise a team of 7 administrative staff, ensuring high performance, accountability, and professional development.
• Oversee onboarding, workflow coordination, cross-coverage strategies, and performance evaluations in collaboration with the Business Administrator.
• Foster a positive, inclusive culture that promotes efficiency, continuous improvement, and high-touch service delivery.

Faculty Support (Small Portfolio)

• Provide executive-level administrative support to a designated group of faculty, including calendar management, travel coordination, and document preparation.
• Maintain and update CVs, biosketches, and compliance documentation.
• Assist faculty in transitioning to adjunct or emeritus status, ensuring alignment with institutional, licensing, and credentialing requirements.
• Track and reconcile professional development funds to ensure accessibility, compliance, and proper utilization.
• Support credentialing, faculty effort tracking, and clinical scheduling via QGenda.

HR, Operations & Infrastructure Oversight

• Support HR functions such as hiring, onboarding/offboarding, leave tracking, and performance documentation.
• Approve badge and IT access, manage space assignments, and coordinate with IT and facilities on equipment and workspace needs.
• Manage supply and inventory needs, including ordering, inventory tracking, and basic equipment troubleshooting to support administrative functions.
• Draft faculty appointment letters, maintain departmental records, and oversee internal documentation processes.

Project & Financial Coordination

• Manage departmental projects and stakeholder relationships, ensuring alignment with strategic and operational goals.
• Assist with financial reconciliations, Concur approvals, cost transfers, and budget tracking.
• Serve as liaison among administrative, clinical, and academic teams to ensure timely execution of objectives.

Qualifications:

• Bachelor's degree in Business, Accounting, Health Administration, or a related field.
• Minimum of 3 years of supervisory experience, preferably in a healthcare or academic setting.
• Proficiency or experience with:
  • Microsoft 365 (Outlook, Excel, Teams, Word, PowerPoint)
  • ERP systems such as Oracle or Workday
  • QGenda (clinical scheduling)
  • Concur or similar travel and reimbursement systems
  • StrataJazz, Docusign, Adobe Acrobat Pro
  • Credentialing platforms, timekeeping systems, project management tools (e.g., Asana)
• Strong written and verbal communication skills; ability to multitask and solve problems independently.
• Change management experience and a service-oriented mindset are highly preferred.

Work Arrangement:
Primarily onsite, with occasional remote flexibility based on operational needs.

Why Join Us:
This role offers the opportunity to lead a collaborative team, shape administrative strategy, and directly support faculty success within a dynamic academic-medical environment. If you are a forward-thinking leader who thrives in a fast-paced, mission-driven setting, we welcome your application.

Pay Range

$28.05 - $42.10

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training
• Premium pay such as shift, on call, and more based on a teammate's job
• Incentive pay for select positions
• Opportunity for annual increases based on