Administrative Coordinator, Oral and Maxillofacial Surgery

General Statement of Duties:

The Administrative Coordinator provides advanced administrative, academic, and programmatic support in the department. The incumbent approaches their role with a strong customer service mindset, supporting faculty, and serving as the primary point of contact for internal and external constituents. Self-motivated and engaged, they perform their responsibilities with a high degree of autonomy, accuracy, and efficiency.

Essential Responsibilities

1. Serves as the primary point of contact for the department chair, faculty, staff, and students; troubleshoots issues for resolution and elevates concerns to the department administrator when appropriate; provides responsive customer service and proactively addresses department needs.
2. Provides daily administrative support to the department administrator and department chair.
3. Performs general office tasks; answers phones, responds to emails and walk-in inquiries, schedules meetings and rooms, orders supplies, updates websites, copies, scans, and files documents, inputs data, creates and runs reports, analyzes and presents data, manages leadership calendars, and coordinates events.
4. Supports the work of program directors by downloading applications, coordinating interviews, tracking data points and faculty feedback, liaising with residents, scheduling classrooms in collaboration with the Registrar, maintaining attendance sheets, providing Canvas support, coordinating Zoom/IT needs, circulating surveys and feedback forms, and performing similar related functions.
5. Supports faculty by scheduling courses, guest lectures and events, ensuring proper and timely course set-up, making travel arrangements, processing financial transactions such as reimbursements, providing CE course support in collaboration with the Office of External Education, handling all logistics for department event support, and performing similar administrative functions.
6. Assists with the preparation of pre-award grant submissions for Faculty Principal Investigators (PIs); acts as the support liaison between the department administrator, the PI, the Office of Research, and the grants team; ensures all documents are completed and submitted in accordance with relevant policies, procedures, and deadlines.
7. Collaborates with PIs, finance, and the grants team on post-award grant set-up and management; monitors grant and gift awards, and monitors spending; processes financial transactions in Buy2Pay; informs the grants team of paid and unpaid personnel actions.
8. Collects, compiles, and maintains data for CODA accreditation; prepares reports; participates in accreditation process as assigned.
9. Responsible for departmental purchasing, entering financial transactions, and processing reimbursements.
10. Maintains faculty profiles and CITI training records.
11. Supports the department with personnel actions, such as academic appointments, promotions, reappointments, and non-renewals, in coordination with the Office of Faculty Affairs and the Office of Human Resources.
12. Contributes to the mission and vision of HSDM and models the School’s core values in all facets of the work.
13. Performs other related duties as assigned or requested.