Administrative Coordinator

Job Summary:
Provides support for leadership positions and a division or department by leading and coordinating administrative work, projects and staff. Performs various administrative functions requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures.

Essential Responsibilities: - Screens telephone calls and access for high-level position(s) deciding which individuals need face to face meetings, refer to other managers or to resolve the situation. Schedules and prepares for diverse and complex appointments, meetings and travel arrangements.
- Oversees planning and preparation for committees. Distributes minutes, prepares agenda, materials and committee work.
- Plans, coordinates and makes recommendations in preparation for high-profile programs and events for the department.
- Independently composes and edits complex and sensitive correspondence, reports and documents for final approval by manager.
- Compiles, analyzes and summarizes data from multiple sources to create detailed complex documents, reports and high-level presentations.
- Coordinate logistics for lab research projects including communications (written and oral) as needed with lab staff, outside collaborators and other faculty. Drafting and proofing professional letters and emails and other material to ensure proper business formatting.
- Maintain Laboratory Website including content editing and posting of new materials.
- Maintain NIH Biosketches and Other Support Pages, Harvard formatted CVs and Upload peer-reviewed publications online via the NIH/PMC website. Coordinate manuscript processing. Submit manuscripts for review to journals and conferences.
- Coordinate grant proposal processing including formatting, editing and updating forms for grant proposal submissions and reports, in conjunction with Research Administrator.
- Pay & receive invoices, process timely reimbursements via travel form and check requests. Assist PIs with travel related reservations, including online registration, hotel, national and international airfare reservations, train, and/or car rental. Work with Accounts Payable to rectify billing inquiries and resolve discrepancies of payments. Utilize PeopleSoft system to manage payments.

Required Qualifications: - Associate's degree required. Bachelor's degree preferred.
- 3-5 years related work experience required.
- Requires strong organization and communication skills.
- Requires ability to make sound administrative judgments, prioritize and assume responsibility for decisions.
- Requires ability to manage own time and prioritize competing responsibilities.
- Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
Preferred Qualifications:- Attention to details, independent motivation, calm demeanor, and strong problem solving skills are critical.
- Should be able to work both independently and as a member of a team.
- Familiarity with Federal research processes and grant proposal writing preferred.
Competencies:- Written Communications:
Ability to communicate clearly and effectively in written English with internal and external customers.
- Oral Communications:
Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
- Knowledge:
Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
- Team Work:
Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
- Customer Service:
Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:

Sedentary work:
Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionallyDepartment DescriptionThe position supports 3 PIs in the Department of Pathology with a focus on genetics and computational bioinformatics.