Admin Services Coordinator-Otolaryngology

The Administrative Services Coordinator functions as administrative support tothe department of Otolaryngology by providing administrative services through the coordination and support of operations. Coordinate conferences perform invoicing manage accounts payable accounts receivable and create financial reports and arrange for repair of equipment. The Coordinator may be tasked with specific projects related to the work of the faculty they support and should be proficient with details timelines and meeting expectations. The Coordinator will support the corporate mission vision and values of the Department of Otolaryngology. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism confidentiality independent judgment and inclusion is necessary in this position.

KEY AREAS OF RESPONSIBILITY

Operational Support and Management:

Support daily operations including coordination of specialized events/conferences and activities appropriateness of expenditures contract or grant requirements and changes in policies and procedures.

Perform invoicing manage accounts payable accounts receivable and create financial reports.

Provide all aspects of high level confidential administrative support to faculty which includes financial strategic personnel and other highly sensitive information.

May require advanced knowledge and expertise in specific office project or program to provide administrative/ operational support and management.

Utilize Microsoft Office Word Excel PowerPoint Access and Outlook FileMaker Pro Adobe Photoshop and webpage application Dreamweaver. Writing and update website for clinical diagnostic and research purposes and update as needed.

Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for executives of an organization (e.g. Deans Directors DEOs VPs) including managing schedules correspondence and travel arrangements.

Human Resources (HR):

Initiate HR transactions at the request of others.

May exercise knowledge of HR policies and procedures and provide basic guidance and advice.

May serve as Unit Human Resources Representative for unit or department.

May provide functional and/or administrative supervision for students/temporary staff.

Financial Responsibility:

Initiate purchasing requests for supplies and equipment.

Monitor accounts/expenditures; reconcile statements.

Strategic Planning:

May assist in the coordination/preparation of strategic plans in support of the Dean Director DEO or VP. Establish timelines remind contributors proof and edit.

Information Management:

Typically is the primary contact for the project program unit department or college/division by providing information and responding to inquiries. Gather and provide information using available resources.

Communications Management:

Prepare and administer correspondence. Serve as liaison to faculty staff students alumni and public concerning inquiries or complaints requiring interpretation of policies procedures and programs. May serve as primary contact for building maintenance and facilities management.

SUPERVISION RECEIVED

Supervision is received from the Division Director and Administrator.

SUPERVISION EXERCISED

Functional and administrative supervision is exercised over support staff.