"Administrative Coordinator III - Neurology"

Position Summary

The John L. Trotter MS Center is the nation's leading comprehensive MS center, whose mission is to combat MS and related conditions through patient care, research, and education. The JLT MS Center cares for over 3000 patients with MS. Our clinical research program includes dozens of studies sponsored through the NIH, Department of Defense, National MS Society, and various pharmaceutical companies. Our comprehensive program studies the most relevant and greatest unmet needs. This includes basic lab research, biomarkers, imaging, clinical repositories, clinical trials, and international consortiums. Key research includes causes of MS, diagnosis, prognostication, therapies, imaging, clinical outcomes, socioeconomic factors. Dr. Rob Naismith, Professor of Neurology, directs a clinical research team of over 15, and clinical operations team of 5 individuals. MS faculty include Drs. Anne Cross, Rob Naismith, Greg Wu, Salim Chahin, Matt Brier, and Mysti Harrison. The MS clinical staff includes a nurse practitioner, 2 nurses, a medical assistant, administrative coordinator, and pre-authorization specialist.

Job Description

Primary Duties & Responsibilities:

• Working under minimal supervision, the Administrative Coordinator provides high-level administrative support for Dr. Naismith using considerable judgment, tact, creativity and initiative. This position works closely to ensure that project deadlines are met, time and meetings are used efficiently, responses are well-coordinated, and travel is meticulously planned.
• Ensures most efficient use of Director’s time by anticipating and preparing daily schedule.  Schedules, prioritizes and maintains appointment calendar.  Assists with emails and preparing tasks. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
• Provide program/project support for research, administrative and/or academic activities.
• Coordinate and provide oversight for complex projects.
• Have advanced and expert familiarity with Microsoft Outlook, OneNote, OneDrive, Box, Zoom, Word, Adobe PDF, Docusign, etc. Also various organizational and productivity methods in common practice.
• Regularly handle confidential or sensitive information; draft and finalize letters, email messages and other communications.
• Initiate, write, create and edit/review various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; use desktop publishing software to lay out document; coordinate the printing, publishing and distribution process.
• Acts as liaison between the Director and school, university, and community constituents. Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Director informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Director if information is known, and prioritizes call backs.
• Sorts the Director's incoming mail, prioritizing and responding where appropriate.
• Composes and/or edits a variety of materials for the Director including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments. Anticipates and prepares materials needed by the Director for meetings and ensures that materials are filed as appropriate.
• Responds to requests for Director’s Office statistics and reporting. Keeps accurate records of required Department/School statistics and reports.
• Assists the Director with scheduling and coordinating travel, including transportation, lodging, dining, conference registration and visa/passport as required. Completes Director’s travel reimbursement documents and travel expense reports in the University’s Financial Information System (FIS) in a timely manner when travel is complete. The coordinator must have advanced skills, experience, and efficiency in arranging travel.
• Establishes and maintains confidential files in the Director's office, ensuring efficient retrieval for all personnel authorized to access data.
• Manages logistics, contracts, and expenses for the Director’s Office special events including the annual holiday party, all-school meetings, and special occasion receptions/dinners. Has high level expertise in booking travel including flights, hotels, restaurants, and transfer services. Manages small catering needs for meetings, faculty lunches, etc.
• Ensures Director’s Office facilities are well maintained, supplied, and in good physical condition. Works with Facilities staff to troubleshoot issues and purchases supplies as needed.
• Facilitates all visiting faculty and trainee visits. Tracks all expenses and reconcile budget at the end of the fiscal year.
• Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support, receptions, and post-lecture dinners.
• Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures.
• Conducts research, drafts written material, and produces presentation slides and charts for the Director.
• Prepares thank you letters and cards and gifts for collaborators.
• Supports department/school-sponsored symposia and conferences.
• Performs other duties as assigned.

Working Conditions:

• Job Location/Working Conditions: Normal office environment
• Physical Effort: Typically sitting at a desk or table
• Equipment: Office Equipment

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications: No specific certification is required for this position.

Work Experience: Administration And Office Support (5 Years)

Skills: Not Applicable

Driver's License: A driver's license is not required for this position.

Preferred Qualifications

Education: Bachelor's degree

Certifications: No additional certification beyond what is stated in the Required Qualifications section.

Work Experience: Relevant Experience (2 Years)

Skills: Administrative Support Work (Inactive), Computer Applications, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Office Organization, Office Procedures, Teamwork, Working Independently

Grade

G09-H

Salary Range

$23.37 - $36.19 / Hourly