Operations Coordinator

Department

BSD MED - Chairman's Office

About the Department

The Department of Medicine was the first department created when the medical school began over 110 years ago. It has evolved into the largest department, not only in the medical school, with over 300 full time faculty and research faculty, but is the largest department in the University. The main missions of the Department of Medicine -scholarship, discovery, education and outstanding patient care- occur in a setting of multicultural and ethnic diversity. These missions are supported by exceptional faculty and trainees in the Department. We believe you will quickly agree that the DOM’s faculty, fellows and trainees very much represent the forefront of academic medicine – extraordinary people doing things to support the missions of our department. The result is a department which reaches far beyond the walls of our medical school to improve humanity and health throughout our community and the world providing high quality patient care and training of the next generation of leaders in medicine.

Job Summary

Reporting to the Chief of Staff, the Operations Coordinator will provide specialized business support for the Department of Medicine including administrative support for the Chairman’s Office.

Responsibilities

• Assist in managing daily operations of the Chair’s office.

• Serve as backup to the Executive Assistant to the Chair.

• Coordinate special projects as directed by leadership.

• Assist with coordination of Department’s weekly Grand Rounds.

• Assist in the management of the Department’s website and faculty profiles.

• Triage emails and telephone calls for action.

• Resolves a combination of some routine and complex inquiries.

• Provides administrative support to DEI Committee and various department centers as needed.

• Assist with departmental leadership recruitment.

• Submit purchase order requisitions and invoices.

• Provide temporary administrative and fellowship support to the sections as needed.

• May initiate correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves a combination of some routine and complex inquiries.

• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Manages a portion of the leader's budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree.

Experience:

• Progressively responsible administrative experience.

• Experience in a university or Academic Medical Center environment.
   

Preferred Competencies

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Handle sensitive and confidential situations and information with absolute discretion.

• Excellent organizational skills, ability to maintain files.

• Maintain calm and courteous demeanor and to work productively despite heavy workload, competing priorities, complex problems, and tight deadlines.

• Exercise sound judgment and excellent problem-solving skills.

• Attention to detail and proofreading skills.

• Exercise flexibility and contribute to the overall work of the team.

• Considerable skill in working both independently and as a team member.

• Take initiative.

• Familiarity with administration within a research university environment.
   

Application Documents

• Resume (required)

• Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management