Administrative Coordinator - Division of Pulmonary, Critical Care and Sleep Medicine

National Jewish Health is seeking an experienced and highly organized Administrative Coordinator to provide direct support to Dr. Irina Petrache Chief of the Division of Pulmonary Critical Care and Sleep Medicine and divisional faculty. This role is essential to the Divisions daily operations serving as a liaison to internal and external stakeholders managing complex schedules and coordinating projects that advance the Divisions clinical and academic goals.

Successful Candidates Will:

• Demonstrate professionalism strong communication and a proactive approach.
• Manage multiple priorities with precision and anticipate the needs of others.
• Foster positive relationships with all contacts.
• Exhibit expert organizational time management and prioritization skills.
• Maintain accuracy attention to detail and efficiency.
• Communicate clearly in both writing and conversation.
• Reflect a collaborative and helpful presence.

Key Responsibilities:

• Manage complex calendars travel arrangements and logistics.
• Coordinate on-call coverage schedules and communicate updates.
• Process reimbursements and route documents for signatures.
• Prepare and support divisional meetings including speaker coordination and minutes.
• Draft recommendation letters manage calls and voicemail and distribute messages.
• Assist with manuscripts and project coordination including proofreading and formatting.
• Serve as the welcoming face of the Division.

About the Division
The Division of Pulmonary Critical Care and Sleep Medicine is the largest and fastest-growing division at National Jewish Health. Under Dr. Petraches leadership the Division continues to build interdisciplinary programs in vascular biology regenerative medicine and rare lung diseases while expanding clinical and research collaborations locally nationally and globally. The Divisions longstanding reputation for excellence creates opportunities to develop innovative programs that support the institutions mission: Breathing Science is Life.

Position Summary

Coordinates a program that is key for the business operations of a department. Exercises discretion and independent judgment. Develops interprets and implements policies and procedures.

Essential Duties

1. Coordinates a program for a department. On-boards new participants in the program. Leads the work of others and trains.
2. Handles the communications for the program including newsletters program materials correspondence minutes phone calls and emails. Develops PowerPoint presentations for the program. May develop and maintain the programs website.
3. Coordinates scheduling of meetings and events plans agendas and may be in charge of scheduling clinical activities or shifts.
4. Prepares financial tracking and other administrative reports by researching gathering and compiling data. Develops graphs spreadsheets and may make projections. Updates reports and distributes them periodically.
5. May provide administrative assistant support to managers directors faculty or faculty leadership positions including the duties of Administrative Professional levels II through III. May coordinate grant budgets and submissions.
6. Serves as a liaison to other internal programs and departments as well as external hospitals and other entities.
7. Develops interprets and implements policies and procedures demonstrating independent judgment and discretion.

Other Duties

1. Performs all other duties as assigned.

Competencies

1. Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to National Jewish Health.
2. Attention to Detail: Accomplishes tasks by considering all areas involved no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time. Sets high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
3. Peer Relationships: Interacts with others in a constructive positive and respectful manner regardless of individual differences. Assists team members or co-workers in achieving personal goals and completing assignments.
4. Initiative: Takes prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive. Responds quickly takes independent action goes above and beyond.
5. Adaptability: Maintains effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures processes requirements or cultures. Tries to understand changes; approaches change or newness positively; adjusts behavior.
6. Managing Work and Time/Project Management: Effectively manages ones time and resources to ensure that work is completed efficiently. Effectively manages project(s) focusing attention on the critical few priorities; effectively creates and executes against project timelines based on priorities resource availability and other project requirements (i.e. budget); effectively evaluates planned approaches determines feasibility and makes adjustments when needed. Prioritizes makes preparation schedules and leverages resources.

Supervisory or Managerial Responsibility

None

Travel

None

Core Values

1. Be available to work as scheduled and report to work on time.
2. Be willing to accept supervision and work well with others.
3. Be well groomed appropriately for your role and wear ID Badge visibly.
4. Be in compliance with all departmental and institutional policies the Employee Handbook Code of Conduct and completes NetLearning by due date annually.
5. Promotes a workplace culture based on mutual respect and merit where all individuals are treated fairly and provided with equal opportunity to contribute to the mission and goals of the institution.
6. Adheres to safe working practices and at all times follows all institutional and departmental safety policies and procedures.
7. Wears appropriate PPE as outlined by the infection control policies and procedures.
8. Demonstrates compliance with all state federal and all other regulatory agency requirements.

Minimum Qualifications

1. Education:Bachelors Degree required.
2. Work Experience:Four (4) years experience as an Administrative Assistant/Professional or general administration
3. Special Training Certification or Licensure:None

Salary Range: $67454.40 - $89208.44