Administrative Coordinator

Temple University's Lewis Katz School of Medicine offers a comprehensive benefits package, including full medical, dental, and vision coverage; paid time off; 9 federally observed paid holidays; 3 personal days; tuition remission for eligible employees and dependents; and a generous retirement plan.

About the role

Providing primary administrative support to the Director/Chair, faculty, and Senior Administrator within the Department of Cardiovascular Research, the Center for Aging Cardiovascular Discovery Center. Responsibilities include calendar maintenance, travel arrangements, meeting and seminar scheduling, shipping coordination, expense maintenance, and processing purchase orders and change orders. This role also involves maintaining the professional appearance of the administrative suite and completing special projects to assist with overall department operations.

Responsibilities

• Assists Administrator with day-to-day operations.
• Coordinates travel arrangements and professional activities for the Chair/Center Director and faculty.
• Responds to phone calls, routine inquiries, and daily department operational needs, including facilities requests.
• Assists in the setup of new faculty, personnel, and labs joining the centers.
• Organizes events and activities within the center.
• Prepares and tracks purchase orders, vendor and contractor payments in TU MarketPlace, and resolves payment issues with Accounts Payable.
• Searches and resolves open encumbrances in coordination with lab managers.
• Assists with eSirius account setup and management.
• Distributes mail and sends out mail correspondence in a timely manner.
• Assists in preparing documentation required for seminars, faculty reimbursements, or Concur expenses while respecting confidentiality.
• Schedules conference rooms, including A/V and catering needs.
• Arranges seminars via Zoom or in person and processes payments associated with speaker reimbursements.
• Maintains departmental databases and listservs.
• Assists Senior Coordinator with staff hiring, working with Human Resources and International Services in processing visas and new hire onboarding, including summer and work-study students.
• Assists in the preparation of reports for submission to the Dean's Office and other academic entities.
• Processes journal entry transfers.
• Performs other duties as assigned.

Requirements

• Bachelor's degree and at least one year of related administrative support experience or equivalent work experience. An equivalent combination of experience and education may be considered.
• Demonstrated computer skills and proficiency with MS Office Suite software programs.
• Experience with Zoom and online communication and meeting creation.
• Exceptional verbal and written communication skills.
• Exceptional customer service and interpersonal skills, with the ability to interact effectively with a diverse constituent population.
• Demonstrated organizational and prioritization skills, with the ability to work in a dynamic environment and perform multiple tasks simultaneously.
• Strong analytical and problem-solving skills.
• Ability to work independently and in a team environment.
• Ability to work from home as required.

Benefits

• Full medical, dental, and vision coverage
• Paid time off
• 9 federally observed paid holidays
• 3 personal days
• Tuition remission for eligible employees and dependents
• Generous retirement plan

Schedule

This position is assigned a hybrid work arrangement (on-campus and remote), at the discretion of Temple University and the Department.