Center Coordinator

Overview

The Senior Administrative Assistant provides essential administrative support across various departments and disciplines, ensuring smooth operations and efficient workflow.

Responsibilities

• Maintains complex calendars, coordinates travel, organizes events, manages financial transactions, and supports faculty and staff with administrative tasks.
• Interacts effectively with internal and external stakeholders, demonstrating high-level organizational, communication, and customer service skills.
• Handles sensitive information with discretion and maintains a professional demeanor at all times.

Required Skills and Abilities

• Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
• Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation.
• Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
• Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities

• Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.
• Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
• Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
• Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.
• Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

Principal Responsibilities

• Oversees and coordinates administrative, program, and office activities.
• Selects, implements, and coordinates office procedures and systems.
• Serves as the principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
• Oversees, instructs, and coordinates activities of support staff.
• Oversees the preparation of materials for grants, contracts, and budgets.
• Maintains oversight of expenditures and reconciles financial statements.
• Provides editorial support for a journal/publication, including proofreading, editing, and tracking material through various stages.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences, assembling and arranging necessary items.
• Determines sources of data, compiles, synthesizes, and manipulates data, summarizing findings and writing reports or portions of reports.
• Greets visitors, answers and screens telephone calls, assesses nature of business, responds to requests for information, screens and responds to mail.
• Formats, keys, proofreads, and edits correspondence, reports, manuscripts, grants, and other material, assembling attachments and corresponding material, reviewing outgoing material for completeness, dates, and signatures, composing substantive correspondence and written material.
• Covers travel arrangements, schedules and coordinates meetings and appointments, orders and maintains inventory of supplies, takes minutes or dictation.
• Performs additional functions incidental to office activities.

Required Education and Experience

• Six years of related work experience, four of them in the same job family at the next lower level, and high school level education;
• Four years of related work experience and an Associate's degree;
• Little or no work experience and a Bachelor's degree in a related field;
• An equivalent combination of experience and education.