Sr Administrative Coordinator

About the role

The Senior Administrative Coordinator serves as the primary administrative, operational, and project management partner to the Alzheimer Center Director, providing high level support across the Center’s strategic, financial, research, and day-to-day activities. This role coordinates executive-level administrative functions, manages complex projects and events, oversees operational workflows, and acts as a key liaison among faculty, trainees, staff, University departments, and external stakeholders. In this capacity, the Senior Administrative Coordinator plays a critical role in directly supporting the Center Director and advancing the Center’s mission.

Responsibilities

• Provide comprehensive administrative support to the Center Director, including calendar management, meeting coordination, travel arrangements, reimbursements, correspondence, and preparation of reports, presentations, and briefing materials.
• Coordinate professional activities, travel, accommodations, and itineraries for Center leadership, faculty, visiting scholars, speakers, and guests.
• Serve as a primary liaison between the Center, the Department of Neural Sciences, senior administrators, and internal/external stakeholders.
• Manage daily administrative operations, including facility requests, mail services, office and laboratory supply procurement, phone inquiries, and coordination with University departments.
• Plan, coordinate, and support conferences, seminars, workshops, advisory board meetings, special events, and other Center-sponsored activities, including logistics, catering, audiovisual support, speaker arrangements, and communications.
• Coordinate special projects and strategic initiatives, monitor timelines and deliverables, and ensure successful completion of assigned objectives.
• Manage Center equipment, shared resources, instrument scheduling systems, workflows, and operational functionality.
• Collaborate with Center leadership regarding operational planning, major purchases, software acquisitions, and resource management.
• Develop, maintain, and analyze databases and performance metrics related to Center productivity, trainee outcomes, research activities, and other key performance indicators.
• Collect, organize, and track Center outputs, including publications, presentations, patents, grants, seminars, and other scholarly and programmatic accomplishments.
• Prepare routine and ad hoc reports, dashboards, and data analyses to support leadership decision-making and institutional reporting requirements.
• Manage and update Center websites, digital content, social media platforms, listservs, and other communication channels in collaboration with communications teams.
• Prepare, edit, and distribute complex correspondence, reports, presentations, and confidential documents on behalf of Center leadership.
• Prepare research and academic administrative documents and maintain departmental records, databases, and tracking systems.
• Support the preparation and submission of reports and materials for the Dean’s Office and other institutional offices.
• Contribute to the strategic growth, operational effectiveness, and continuous improvement of the Center.

Requirements

• Bachelor’s degree and a minimum of two years of progressively responsible administrative or executive support experience.
• An equivalent combination of education and experience may be considered.

Skills

• Advanced proficiency with Microsoft Office and other business productivity software, with experience supporting administrative, operational, and project-related activities.
• Demonstrated ability to manage complex calendars, coordinate projects and events, and effectively prioritize competing deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including drafting, editing, proofreading, and managing digital communications such as websites and social media platforms.
• Exceptional organizational skills, attention to detail, and ability to manage confidential and sensitive information with discretion.
• Proven ability to work independently, exercise sound judgment, take initiative, and adapt to changing priorities.
• Strong interpersonal skills with the ability to build and maintain effective working relationships with diverse internal and external stakeholders.

Preferred Skills and Abilities

• Experience working in an academic, research, healthcare, or nonprofit environment.

Benefits

• Full medical, dental, and vision coverage.
• Paid time off.
• 9 Federally Observed Paid Holidays.
• 3 Personal Days.
• Tuition remission—eligible employees and their dependents can obtain a degree tuition free.
• A generous retirement plan.