Administrative Coordinator Digital & Data Driven Medicine

The Division of Digital and Data-Driven Medicine (D3M) seeks a highly organized and proactive Administrative Coordinator to support the Division Chief and oversee the day-to-day administrative and operational functions of a growing academic division.

This role combines high-level executive support division operations budget management and coordination of research and program activities ensuring efficient execution across multiple priorities. The Administrative Coordinator will serve as a central hub for scheduling communications operational workflow management and support of faculty and trainee engagement.

Executive Scheduling and Support

Manage complex calendar and scheduling for the Division Chief across clinical research and administrative priorities. Coordinate internal and external meetings including agendas materials and follow-ups Assist with email triage and communications as needed;
Arrange travel and manage reimbursements
Prepare presentations reports and key documents

Division Operations Budgeting and Administrative Management

Oversee day-to-day administrative operations of the division
Develop track and manage division budgets in collaboration with finance teams
Monitor expenditures forecasting and resource allocation across projects and personnel
Coordinate onboarding of faculty staff postdoctoral fellows and trainees
Support recruitment processes including scheduling interviews coordinating candidate visits and tracking applicants
Assist with retention efforts by supporting faculty engagement initiatives and tracking needs
Support space planning office logistics and operational workflows
Maintain organized tracking systems for division activities priorities and deadlines

Program and Research Coordination

Coordinate meetings and logistics for research projects and interdisciplinary teams
Track project timelines deliverables and key milestones
Assist with preparation and organization of grant materials and submissions
Support coordination across collaborators departments and institutions

Communication and Coordination Hub
Serve as a central point of contract for faculty staff trainees and collaborators; coordinate cross-team scheduling and communications
Help organize division meetings seminars and events
Support communication of division initiatives and priorities

• Bachelors Degree or equivalent combination of applicable
• 5 years related administrative or business experience required. Some supervisory experience preferred. experience and education

Preferred:

Experience with budget development financial tracking or operational management
Strong administrative and organizational experience in academic healthcare or research settings
Exceptional scheduling and coordination skills
Ability to manage multiple priorities in a fast-paced environment
Strong communication and professionalism

Experience supporting academic recruitment or faculty affairs processes
Familiarity with grants financial systems or program coordination
Interest in AI digital health or data-driven research