Administrative Coordinator III - Radiology

Scheduled Hours

40

Position Summary

The Administrative Coordinator III will serve as the primary administrative and operational lead supporting the Vice Chair of Imaging Sciences and AI Research and Founding Director of the Center for Computational and AI-enabled Imaging Sciences (C2AIS). This individual will provide high-level leadership for the administrative, operational, and programmatic infrastructure required to build, advance, and sustain the C2AIS; support the strategic and administrative management of the Vice Chair’s computational imaging research enterprise; and provide supervisory oversight for the administrator supporting the Computational Imaging Research Center (CIRC).

This role is designed for an experienced, proactive, and strategically minded administrator who can function with a high degree of independence, judgment, and discretion. The position will oversee a broad portfolio that includes center operations, strategic planning support, program development, faculty and stakeholder coordination, executive-level communications, event and initiative management, administrative supervision, and research program administration.

The role will devote approximately 70% effort to C2AIS administration, 10% to C2AIS-CIRC cross-center coordination activities, and 20% effort to administer the Vice Chair’s research laboratory and broader research portfolio.

Job Description

Primary Duties & Responsibilities:

• Provide program/project support for research, administrative and/or academic activities.
• Support implementation of the Center’s strategic priorities, annual objectives, and operational goals.
• Coordinate and provide oversight for complex projects.
• Develop, organize, and maintain efficient administrative systems and standard operating procedures for Center functions.
• Coordinate activities across departments, divisions, institutes, and institutional collaborators participating in the C2AIS.
• Manage or coordinate departmental activities, e.g. personnel and payroll records, purchasing functions, etc.
• Ensure inquiries are addressed and resolved.
• 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.
• Plan and coordinate meetings and events, including all details associated with event; negotiate with vendors; oversee, troubleshoot and resolve special situations that arise during event.
• Manage event budget.
• Manage fiscal activities related to program; draft annual budget, track expenditures run and analyze reports; oversee accounts payable and purchasing duties for department; perform or oversee all online systems entry of documents or data involving accounts payable, purchasing, budgeting, etc.; approve financial documents such as check requests, journals, purchase orders, travel documents, etc.
• May coordinate submission of research proposals/grants; compile, monitor, review and analyze grant spending.
• Guide production, formatting and quality of all publications, presentations and related materials.
• May schedule courses, classrooms and laboratories; serve as primary student/parent contact, answer general questions, provide solutions and referrals for questions and problems; serve as liaison to and assist faculty; coordinate faculty recruitment efforts, assist with tenure review process, faculty reviews, faculty records, etc.
• Provide supervisory oversight to other administrators in the C2AIS and CIRC
• Provide administrative support, including complex calendar scheduling, appointments, travel and engagements.
• Perform 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/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

Administration And Office Support (5 Years)

Preferred Qualifications

Education:

Bachelor's degree

Work Experience:

Relevant Experience (2 Years)

Skills:

Administrative Support, Artificial Intelligence Software, Computer Applications, Computer Literacy, Detail-Oriented, Financial Applications, Interact with All Levels of Management, Interpersonal Communication, Intrapersonal Communication, Microsoft Office, Microsoft Office 365, Microsoft Windows Office, Office Equipment, Office Organization, Office Procedures, Office Productivity Tools, Organizational Tasks, Organizing, Teamwork, Workday Software, Working Independently