Administrative Coordinator Psychology & Biobehavioral Sciences

The scope and complexity of this position is such that the Administrative Coordinator must ensure timely completion of administrative details working under minimal supervision but in accordance with established policies and procedures provides administrative services in managing communications providing accurate and timely information protecting data confidentiality and working regularly with matters which require extensive knowledge of the departments area of responsibility.

The ideal candidate has prior experience as an executive assistant and is adept in providing senior and executive-level administrative support office automation technologies open to process changes new ideas and working in a team structure. The ideal candidate will use critical thinking skills to address needs in a logical manner communicate regularly and clearly and share knowledge with the team. This is a key administrative position in a fast-paced collaborative department.

Responsibilities:

Schedule: Monday-Friday 8:00 am - 4:30 pm or 8:30 am 5:00 pm (on-site)

• Coordination of meetings and travel logistics for Department Chair and assigned faculty members visiting faculty faculty candidates etc.

• Calendar (schedule) management (MS Outlook) for assigned faculty members

• Assist in the preparation of reports presentations and other key documents formatting and editing (i.e. CVs journal manuscripts meeting agendas)

• Monthly budget tracking and expense monitoring ($500K) vendor coordination reporting and reconciliation

• Data entry form completion and record maintenance across various software platforms

• Management of supply inventory and order requisitions tracking vendor contracts

• Provide operational oversight for faculty recruitment efforts and visiting collaborators including itinerary development and logistical coordination for visiting candidates and collaborators.

• Serving as initial point of contact and/or liaison for assigned areas or projects frequently interacting with internal and external customers

• Practicing institutional core values and helping to ensure compliance with institutional and departmental administrative policies

• Mentor and support junior administrative team members fostering a collaborative and high-performing team environment.

Minimum Education and/or Training:

• High school diploma/GED required.

• Bachelors degree preferred.

Minimum Experience:

• Minimum Requirement: 6years experience in administration or related area.

• Experience Exception: Bachelors degree and 2 years experience in administration or related area.

• Proven experience supporting senior executives in a complex fast-paced environment.

• Strong organizational communication and problem-solving skills.

• Demonstrated ability to handle confidential information with integrity and discretion.

• Proficiency in managing budgets coordinating logistics and supporting project execution.

• Commitment to St. Judes mission values and culture of excellence and innovation.

• Experience in event coordination and vendor management.

• Experience in managing communication with variety of stakeholders with tact and sensitivity.

• Experience managing documentation generating reports and doing simple analysis.

• Substantial experience working with office technologies including Microsoft Office (Word/ Excel/ Power point etc.).

Compensation

Explore our exceptional benefits!

No Search Firms

St. Jude Childrens Research Hospital does not accept unsolicited assistance from search firms for employment opportunities. Please do not call or email. All resumes submitted by search firms to any employee or other representative at St. Jude via email the internet or in any form and/or method without a valid written search agreement in place and approved by HR will result in no fee being paid in the event the candidate is hired by St. Jude.