Administrative Coordinator

3 weeks ago

Oakland, United States Samuel Merritt University Full time
Description:
Job Description Summary:
Under general supervision, the Administrative Coordinator performs various varied, complex, sensitive, highly responsible, and confidential office administrative and routine programmatic support functions.

The AC performs essential day-to-day duties to ensure smooth and efficient office operations; plans, coordinates, and organizes program activities; and is primarily responsible for program clinical onboarding and compliance, event planning, and coordinating the flow of communications for administration leadership. The AC is the point of contact for the CRNA Program and will represent the Program to prospective candidates, students, faculty, the SMU community, and stakeholders.

The AC will work under limited supervision, with considerable latitude for initiative and independent judgment.
Duties and Responsibilities:

Responsibilities

Administrative Support (25%):
  • Provides complex and responsible clerical support;
  • Coordinates meeting activities, including room and food arrangements, contacting and monitoring guest lecturer contracts, designing flyers, and tracking financial procedures to ensure lecturers and vendors maintain compliance and are compensated for their services;
  • Composes and responds independently from oral instructions, including interoffice communications, forms, letters, memoranda, charts, and flyers; review and proofread a variety of documents;
  • Orders, receives, and distributes various supplies and equipment; maintain inventory levels as required;
  • Takes minutes at meetings;
  • Oversees the production and distribution of materials, logistics, and event management within budget;
  • Composes and prepare documents and letters for different purposes, such as presentations, grant reporting, conferences, seminars, and accreditation reports;
  • Performs extensive editing and verifying the facts is essential to the task;
  • Creates, updates, modifies, and ensures the accuracy of content in various documents, reports, brochures, social media, and the ADNP website;
  • The AC will be responsible for creating elaborate reports and spreadsheets that may require the use of specialized software and systems;
  • Schedules class schedules in the SAS and EMS systems;
  • Creates and maintains a variety of files and records, including databases, forms, reports, mailing lists, and correspondence.
Clinical and Simulation Support (30%):
  • Manages the electronic tracking system (Typhon Student Tracking System) to ensure the accuracy of student data, clinical site information, accreditation requirements, clinical contracts, processing student onboarding documents and preceptor/site data;
  • Manages the data collection related to evaluating the quality of student clinical experiences and program and clinical outcomes;
  • Oversees the instructional independent contractor process and work closely with the simulation educator to schedule, organize, and coordinate simulation events;
  • Manages clinical affiliation agreements compliance;
  • Ensures student health database records are current and the student profile information is updated on a quarterly basis;
  • Responsible for managing and creating CEU certificates.
Budget Support (10%):
  • Processes and verifies all invoices, check requests, travel arrangements, honorarium paperwork, payments, payroll adjustments, purchase requisitions, and P-Card expenditures are accurate and posted to the appropriate cost account.
  • Manages and maintains the expense tracking system for the Kaiser Permanente Community Budget Funds - programmatic support;
  • Ensures operating expenses are accurate and within the Program budget projections.
Human Resources Support (5%):
  • Manages the onboarding process for all new faculty and staff by coordinating with the Office of People and Culture, Academic Affairs, and the other SMU departments.
Program Events Support (30%):
  • Manages and coordinates Robinson Rounds events;
  • Manages and coordinates Admissions invitations and interviews;
  • Manages Program's annual Diversity and Wellness event;
  • Manages and organizes new student orientation event;
  • Manages ADNP Projects poster and presentation events;
  • Manages and organizes annual White Coat event.
Requirements

Education and Experience:
  • A bachelor's degree is preferred, or a minimum of 3-5 years of high-level administrative support staff experience;
  • Prior experience in higher education is desirable;
  • Ability to work under limited supervision, with considerable latitude for initiative and independent judgment is required.
Skills:
  • Basic accounting and advanced recordkeeping principles and procedures;
  • Ability to establish, maintain, and oversee data and recordkeeping systems;
  • Ability to perform basic mathematical calculations quickly and accurately;
  • Business letter-writing skills;
  • Ability to work independently; critical thinking skills required.


Employee Status:
RegularExemption Status:
United States of America (Non-Exempt)Time Type:
Full timeJob Shift:

Pay Range:
$29.01 ~ $37.72 per hour

Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.

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