Administrative Coordinator
5 days ago
The Administrative Coordinator plays a vital role in the effective operation of the Osteopathic Medicine (OMM) department at Touro University. This position provides administrative support to the department chair, faculty, and staff, ensuring the smooth execution of daily tasks and responsibilities.
Key Responsibilities:- Manage departmental communications, including receiving and screening incoming calls and visitors, evaluating requests and inquiries, and determining priority and alerting the department chair or their designate accordingly.
- Provide administrative assistance to the department faculty in their efforts to fulfill the department's mission.
- Facilitate the department chair's and faculty's departmental calendar to schedule appointments and engagements, arrange conferences and meetings, and make travel, lodging, and meeting room arrangements as designated by the department chair.
- Organize, maintain, and ensure backup of confidential department records and files, including grades and gradebooks, ensuring the security of privileged information in accordance with local protocol.
- Process, submit, and backup financial documents, such as travel requests, reimbursement, or departmental purchases paperwork, for the department in the TUCOM accepted media.
- Coordinate the department's adjunct faculty communications, schedule, and HR fulfillment as designated by the department chair.
- Assist the OMM Fellowship Coordinator in OMM Fellows communications, schedule, and HR fulfillment as designated by the department chair/OMM Fellows Coordinator.
- Read and screen incoming correspondence as requested by the department chair, making preliminary assessments of material priority and timing for completion.
- Provide assistance in resolving administrative questions and issues that do not require the personal attention of the department chair or their designate.
- Compose correspondence and prepare administrative reports and/or financial records as required by the department chair.
- Act as liaison between the department chair, department, other faculty, staff, students, and administration.
- Prepare agendas and take minutes at committee meetings as assigned, assuring minutes and other pertinent materials are prepared and distributed, and maintaining official records of such meetings in the form of tapes, minutes, or other media.
- Act as Administrator of the TLC (The Learning Center) OMT Lab online appointment system, TimeTap, ensuring TimeTap availability accurately reflects the availability of Fellows and Preceptors.
- Manage Gradebooks for first and second-year students.
- Manage Academic Schedule for OMM Department, including but not limited to Lab Staffing Schedule for faculty and adjuncts.
- Proctor exams, rubrics reviews, and facilitate student/faculty interactions as needed.
- College Degree BA or BS preferred.
- Three (3) years in administrative coordination or equivalent experience preferred.
- Must be generally computer literate and able to troubleshoot superficial problems or identify problems that require a higher level of technical expertise.
- Logistical and mathematical skills required to create, maintain, back-up, and distribute databases required for manipulation of confidential student gradebook.
- Advanced user of Microsoft Excel and Microsoft Word required.
- Familiar with PowerPoint, and Adobe Professional.
- Preferred familiarity with Intedash, Portal One, Banner, Box, and Examsoft.
- Experience in event organization, planning, and execution.
- Familiarity with Osteopathic profession and terminology useful.
- Advanced verbal and written communication skills.
- Comfortable operating at a high level of multitasking within an academic departmental structure.
- Ability to provide efficient and accurate administrative assistance and secretarial support.
- Knowledge of budget and fiscal management practices as it relates to processing purchasing requests/orders.
- Ability to quickly assimilate information particular to a demanding academic setting, specifically, in a Osteopathic Medical School environment.
- Proficient computer and office equipment skills.
- Ability to work in a group as a team as well as independently.
- Ability to be receptive to feedback.
- Ability to maintain confidentiality and confidential records.
- Excellent at scheduling, time management, and prioritization.
- Ability to demonstrate facile ability in learning new administrative technologies, platforms, etc.
Salary: $58,000.00/Yr. - $46,400.00/Yr.
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