Administrative Coordinator Health Sciences Clinical Education

About the Role

Provides high-level administrative support to department manager, faculty, and/or director level positions. The position requires adeptness in handling confidential information, excellent communication abilities, proficiency in office software, and a proactive approach to streamlining administrative processes.

Communicates and coordinates instructions and priorities with various individuals and/or departments. Schedules appointments and arranges meetings, conferences, and travel. Organizes and maintains correspondence and projects, follows up on pending matters with limited direction. Coordinates and maintains the department's budget. Organizes and expedites work through the office and initiates follow-up action. Operates a personal computer and appropriate software. Assignments are broad in nature and usually require originality and ingenuity. May oversee the work of others and serve as a resource in the resolution of complex problems and issues. Plays an integral role in optimizing productivity and contributes to the smooth functioning of the organization's administrative operations.

Responsibilities

• Executive Leadership Support
  • Provide administrative support to the Senior Executive Director of Health Sciences Clinical Education.
  • Coordinate calendars, meetings, travel arrangements, presentations, and communications.
  • Prepare agendas, meeting materials, minutes, reports, and correspondence for leadership and advisory groups.
  • Assist with strategic initiatives, reporting, and special projects.
  • Maintain SharePoint repositories, databases, and program records.
  • Compose and prepare memos, letters, and reports, including time-sensitive critical information.
  • Handle telephone calls, route appropriately, take messages, and assist callers with questions.
  • Prepare presentation materials.
• Health Sciences Unit Support
  • Coordinate administrative, operational, and programmatic activities supporting the Department of Simulation Education, the Center for Interprofessional Practice, Education and Research (CIPER), and the Clinical Education Onboarding and Assistance (CEOA) Hub.
  • Coordinate scheduling and logistics for meetings, educational programs, faculty development workshops, interprofessional learning experiences, and special events.
  • Support communications among faculty, staff, students, clinical partners, committees, and external stakeholders through correspondence, newsletters, surveys, and other communication channels.
  • Assist with inventory management, purchasing requests, resource coordination, onboarding activities, and operational processes across Health Sciences Clinical Education programs.
  • Support data collection, reporting, committee activities, memberships, assessment efforts, and continuous improvement initiatives that advance clinical education readiness, simulation-based education, interprofessional education, and clinical onboarding services.
  • Review and coordinate outgoing communications, reports, correspondence, and other materials to ensure accuracy, consistency, and alignment with departmental and university standards.
  • Evaluate administrative processes, recordkeeping systems, workflows, and operational practices; identify opportunities for improvement and recommend enhancements that support efficiency, compliance, and program effectiveness.
• Special Projects
  • Manage projects and initiatives related to health sciences clinical education, including coordinating project teams, tracking progress, and reporting on outcomes.
  • Assist with planning and coordinating events and activities for the units/departments supported by Health Sciences Clinical Education, including workshops, seminars, and conferences.
  • Maintain, update, and review files for various projects; organize files for retrieval of information.
  • Build and maintain surveys for data collection within Qualtrics and other data management software.
• Financial Processes
  • Process invoices, expense reimbursements, and direct payment requests.
  • Track information for budget planning and assist in budget preparation.
  • Communicate with the budget office and prepare reports for the team.

Requirements

• High school diploma or equivalent required; Bachelor’s Degree preferred.
• 3 years of administrative and/or office management experience.
• Demonstrated proficiency with Microsoft Office Suite, Outlook, Teams, Excel, SharePoint, and virtual meeting platforms.

Skills

• Strong organizational, time management, and project management skills/experience.
• Able to work with people at all levels; self-starter.
• Ability to maintain confidentiality.
• Excellent written and verbal communication skills.
• Flexibility to adapt to changing workflows, technologies, and policies.
• Demonstrated ability to navigate seamlessly between multiple systems and computer applications.
• Ability to compile data and generate reports.