Administrative Coordinator

2 weeks ago

Baltimore, Maryland, United States InsideHigherEd Full time
About the Role

We are seeking a highly skilled and experienced Administrative Coordinator to join our team at the Malone Center for Engineering in Healthcare. As a key member of our support staff, you will provide administrative and event support to the center director and other team members.

Key Responsibilities
  • Administrative Support
    • Provide high-level administrative support to the center director, including calendar management, travel arrangements, and submission of reimbursement requests.
    • Assist with data for updates to CV, forms for signature, project reports, evaluation letters for students, and other tasks as requested.
    • Serve as the first point of interaction with faculty department heads, center directors, donors, deans, board members, and the general public.
    • Schedule meetings, make appropriate arrangements for MCEH related meetings, independently compile and prepare materials, confirm meeting details and assist with communication and other details as needed.
    • Take minutes and disseminate to the appropriate audiences. Follow up on action items as necessary.
    • Provide a wide range of administrative support to include document preparation, supply ordering, meeting preparation, travel arrangements and reimbursements, filing, time sheet/attendance tracking, purchases, and general maintenance of space.
    • Serve as the first point of contact for all visitors and correspondents (in person, telephone calls, electronic, etc.). Greet and assist all parties doing business with the center as well as provide assistance to students and faculty.
    • Receive and distribute mail and packages that are delivered to the office. Manage the distribution and tracking of keys, swipe-card access, and parking passes.
    • Serve as a general resource for all direct inquiries from a variety of constituents including faculty, students, board members, donors, visitors, prospective faculty, and prospective students, providing information on center and university policies, procedures, and related activities.
    • Coordinate service requests, i.e., for facilities, maintenance, housekeeping, telecommunications, etc. for faculty, staff, and student offices and labs. Follow up on requests to ensure completion.
    • Provide office support to faculty, staff, and students including copier/printer issues and mail and package delivery questions.
    • Assist with onboarding of new faculty, researchers, and staff. Maintain a checklist for each new employee ensuring all points are covered during the first day and week of their employment.
    • Maintain electronic files and record keeping systems related to financial transactions and other department related data.
    • Prioritize workload to meeting competing deadlines.
    • Perform other duties and special projects as assigned.
  • Scheduling/Event Planning
    • Coordinate all aspects of guest lecturer/other visitors visits including communicating details to invitees, reserving hotel rooms, making lunch and/or dinner reservations, ordering refreshments, coordinating schedule of meetings with faculty, updating the online calendar, website, and advertising seminars to various email lists.
    • Assist in the scheduling and execution of weekly faculty lunches and monthly faculty meetings. This will include scheduling meeting space, ordering food, set up and clean-up, and set up of video conferencing equipment.
    • Assist with the coordination and execution of all aspects of various center and faculty related events including the Malone Center annual Symposium, annual faculty retreat, networking events, recruiting and orientation events, student events, faculty conferences and workshops, and faculty candidate visits. This may include, but is not limited to, room scheduling, food ordering, facilities requests for tables and custodial support, set up and clean up. Manage related costs and ensure prompt processing of payments to vendors as needed. Some hours outside the normal work schedule may be necessary for the Malone Center Symposium.
  • Financial
    • Using SAP Shopping cart or university pcard, order and maintain standard office supplies for the center.
    • Assist as needed with the collection and tracking of research assistant paperwork for payroll.
    • Maintain electronic files and record keeping systems related to financial transactions and other department related data.
    • Maintain knowledge of University, WSE, and departmental policies and procedures for Purchasing, Accounts Payable, and other administrative areas and ensure purchases and reimbursements are appropriate to the established policies and completed within the required time frame.
    • May assist finance team with processing of check requests, reimbursements, and other purchases in times of high volume or being short staffed.
  • Special Knowledge, Skills, & Abilities
    • Knowledge of standard office equipment including personal computer, copier, printer, telephone, voicemail.
    • Strong customer service skills along with demonstrated interpersonal skills to transact with a range of internal and external constituents.
    • Demonstrated ability to work independently and as part of a team. Excellent organizational skills, analytical and problem-solving ability, and attention to detail. Ability to work for long periods without direction, prioritize own work. Ability to take initiative and work with flexibility on several tasks simultaneously and to meet various concurrent deadlines.
    • Proficiency in upholding a high level of confidentiality through adherence to established protocols and guidelines.
    • Exceptional oral, written, and interpersonal communication skills. Proven ability to multi-task and process data quickly with a high level of accuracy.
    • Ability to interact effectively with faculty, staff, and students from a variety of diverse backgrounds.
    • Excellent computer literacy, word processing, spreadsheet, database, and presentation software skills (Word, Excel, Access, and PowerPoint). Experience providing management support including demonstrated ability to compose written and electronic communications. Experience with Microsoft Teams and Slack also desired.
    • Ability to sit for long periods and work at a computer.
    • Some lifting or moving of heavy items may occasionally be necessary. Applicants for this position may be required to complete skills assessments appropriate to position description.

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