Administrative Coordinator - Molecular Medicine

Position Summary

The Department of Medicine is seeking a full-time Administrative Coordinator to join the Division of Molecular Medicine. Reporting to the Divisional Administrator, this role provides comprehensive administrative support to the division. Responsibilities include organizing meetings and seminars; coordinating travel arrangements; processing travel and business expense reimbursements; supporting procurement and personnel functions; and assisting with the coordination of divisional facilities needs. The Administrative Coordinator will also serve as a key member of the division’s pre- and post-award team.

Responsibilities

• Prepare meeting documents and materials.
• Serve as a liaison with facilities to ensure Division space is safe and operational.
• Maintain service contracts for capital and minor lab equipment including freezers, microscopes and centrifuges, and ensure all equipment is in working order.
• Coordinate travel arrangements and reimbursement as needed.
• Coordinate and schedule weekly laboratory and research in progress seminars.
• Coordinate front desk activities: answering phones, filing, USPS mail sorting, Fed Ex & UPS services, and copier/printer maintenance.
• Work closely with Divisional Administrator in managing, monitoring and auditing of budgets and grants, as well as accounting of expenditures.
• Assist in preparation of budgets for research proposals.
• Develop, implement and maintain computerized accounting systems.
• Prepare and analyze financial support for staffing.
• Work closely with Divisional Administrator to oversee accounting and financial activities involving purchasing and disbursements.
• Assist in preparing long-range budget projections including operating and capital equipment budgets.
• Assist in completing payroll and effort reports.
• Serve as liaison with various units of the controller’s Office and Health Science’ Business Office.
• Process vendor management requests, accounts payables, check requests, travel and expense reports, purchase orders, and department invoices.
• Assist with quarterly preparation of SOPs.
• Assist with processing university appointments and reappointments for all staff levels.
• Maintain all departmental faculty and staff records.
• With the Divisional Administrator, maintain labor distribution schedules for faculty and other personnel
• Process salary distributions and cost transfer transactions.
• Coordinate autoclave activities. i.e., work with the Technician(s) to resolve issues as they arise; maintain a record of all sign-in sheets, annual contracts and billing information for members; coordinate annual contract renewal; and process monthly billing of services.
• Perform additional related duties as needed/assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent in training and experience, with at least three years of directly related experience
• Ability to exercise resourcefulness, discretion, and flexibility
• Ability to work with minimal supervision with excellent attention to detail
• Ability to prioritize and manage multiple tasks to meet deadlines
• Excellent communication, interpersonal, and organizational skills

Preferred Qualifications

• Knowledge of ARC, Finance Gateway, CUMC Service Now
• Experience with Excel, Word, Adobe and PowerPoint
• Calendar systems: Outlook and Gmail

Other Requirements

• Successful completion of applicable compliance and systems training requirements

Job Type: Officer of Administration
Regular/Temporary: Regular
Hours Per Week: 35
Salary Range: $70,230 - $80,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.