Market Range: 06
Hiring Salary: $19.67/Hourly
JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Coordinator provides operational support for administration, financial processing, and executive-level administrative services within the College of Medicine (COM).
Responsibilities
- Provides high-level administrative support to Finance, Faculty Affairs, and Faculty Development areas.
- Manages administrative processes for high-level COM searches, including departmental chair and other leadership searches, by providing support with search-related correspondence.
- Serves as the primary intake point for faculty and staff offers/offer letters, compensation change memos; reviews all submissions for accuracy, completeness, and required approvals.
- Assists with monthly ledger reconciliation for designated college accounts by downloading detailed postings, organizing backup documentation, and compiling review-ready spreadsheets; develops pivot tables as needed and assists with correcting transfers.
- Processes financial transactions as assigned.
- Coordinates with departmental contacts to resolve missing, delinquent, or inaccurate documentation and ensures corrected materials are resubmitted promptly.
- Submits and tracks facilities work requests in DASH, monitoring progress and follow-through on repairs and maintenance needs.
- Coordinates travel and entertainment arrangements for Finance, Faculty Affairs, and Faculty Development office personnel and official guests.
- Monitors and manages a shared departmental inbox, prioritizing and triaging inquiries; drafts responses; tracks open items; and ensures timely follow-up and resolution with appropriate parties.
- Performs other related duties as assigned.
Qualifications
MINIMUM REQUIREMENTS:
EDUCATION: High School Diploma or GED. (Associate’s Degree preferred.) (TRANSCRIPT REQUIRED)
EXPERIENCE: Four (4) years of administrative experience, preferably in higher education; OR Associate’s Degree and two (2) years of administrative experience; OR Bachelor’s Degree in lieu of experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Strong attention to detail and the ability to verify accuracy in high-stakes documentation.
- Ability to manage multiple priorities, track deadlines, and follow up persistently to completion.
- Professional judgment and discretion when handling sensitive employee, compensation, and candidate information.
- Proficiency in Excel (including sorting, compiling data, and pivot tables) and comfort with workflow systems (e.g., DASH, Agiloft).
- Strong customer service, communication, and coordination skills in a fast-paced administrative environment.
WORK SCHEDULE: This position may occasionally be required to work weekends and evenings.
