Administrative coordinator-admin college of medicine

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

1. Provides high-level administrative support to Finance, Faculty Affairs, and Faculty Development areas.
2. Manages administrative processes for high-level COM searches, including departmental chair and other leadership searches, by providing support with search-related correspondence.
3. 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.
4. 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.
5. Processes financial transactions as assigned.
6. Coordinates with departmental contacts to resolve missing, delinquent, or inaccurate documentation and ensures corrected materials are resubmitted promptly.
7. Submits and tracks facilities work requests in DASH, monitoring progress and follow-through on repairs and maintenance needs.
8. Coordinates travel and entertainment arrangements for Finance, Faculty Affairs, and Faculty Development office personnel and official guests.
9. 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.
10. 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.