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Administrative Coordinator for Executive Leadership

2 months ago

Philadelphia, Pennsylvania, United States Temple University Full time

Grade:
T26

For detailed information regarding the University's "T" salary structure, please refer to the provided link.

Employment at Temple University encompasses more than just a competitive salary. The institution is dedicated to fostering a culture of diversity and inclusivity while offering employees avenues for professional growth and advancement. You will thrive in a collaborative environment that emphasizes innovation and creativity.

Our health and wellness benefits rank among the best in the region, and our retirement savings plans empower you to secure your future.

Temple University provides numerous opportunities for staff to enhance their skills, gain fresh perspectives, and advance their careers.

For instance, employees can pursue their bachelor's or advanced degrees through our tuition remission benefit or refine their management and leadership capabilities in our HR Learning and Development academies.

Additionally, Temple University staff enjoy a variety of recreational, entertainment, and cultural activities both on campus and throughout the surrounding region. Consider becoming a part of the esteemed Temple University - Lewis Katz School of Medicine.

For more information about Temple and the resources available, please visit our website.

Position Overview:
As an Administrative Coordinator, you will provide comprehensive support to the Dean of the Lewis Katz School of Medicine (LKSOM). This role involves executing complex and critical assignments essential to the effective operation of the administrative office. The Administrative Coordinator may also oversee other administrative staff within the Dean's Office.

Key Responsibilities:
  • Deliver administrative support to the LKSOM Dean, managing sensitive correspondence, administrative reports, and various documents.
  • Organize meetings and appointments, manage calendars, and facilitate the flow of information. Prepare materials to ensure the Dean is well-prepared for meetings.
  • Act as the primary liaison for the Dean with all departments within Temple University and its affiliated entities.
  • Draft, edit, and compose confidential memoranda and letters. Maintain electronic spreadsheets and proofread correspondence. Handle a variety of complex typing tasks from written sources and/or dictation.
  • Screen phone calls, respond to inquiries, and resolve issues as necessary. Collaborate with all University departments to gather information and address matters related to the Office of the Dean.
  • Coordinate travel arrangements for the Dean, adhering to University and sponsor policies.
  • Assist in planning and hosting special events, including dinners and luncheons, as directed by the Dean.
  • Manage procurement of necessary items and utilize purchasing cards as required.
  • Compile and manage information for accrediting and regulatory bodies to ensure timely and accurate submissions.
  • Develop and maintain databases for various programs and projects, generating reports that track patterns and statuses, such as research expenditures and academic performance.
  • Ensure efficient office operations, including managing office equipment, supplies, and facility needs.
  • Coordinate employee recognition letters and other correspondence as requested.
  • Process reimbursements and purchase requisitions, assisting in budget monitoring and expenditure tracking.
  • Provide editorial support, proofreading and editing materials for accuracy.
  • Ensure adequate coverage of the Dean's office during absences.
  • Maintain compliance with policies and procedures as required.
  • Manage the Dean's Conference Room and coordinate IT needs.
  • Assist in maintaining the Dean's curriculum vitae and biosketch.
  • Perform additional related duties as assigned.

Required Qualifications:
A Bachelor's degree and a minimum of four years of experience in an administrative support role. An equivalent combination of education and experience may be considered.

Essential Skills & Abilities:
  • Proven experience in office operations and administrative functions.
  • Strong proficiency in word processing, spreadsheet, and database management.

Preferred Qualifications:
  • Familiarity with the academic medical center environment.

This position requires a background check.

Temple University is committed to equal opportunity in all aspects of its operations, including employment, services, and educational programs.

The University does not discriminate based on age, color, disability, marital status, national origin, race, religion, sex, sexual orientation, gender identity, genetic information, or veteran status.


Compliance Statement:

Employees are expected to avoid conflicts of interest and comply with applicable laws, University policies, and regulations in their roles.

For additional information about Temple University, please visit our website.