"Administrative Coordinator"

Job Description Summary

Reporting to the Chairs of Biomedical and Pharmaceutical Sciences (BPS) and Pharmaceutical Economics and Policy (PEP), the incumbent will coordinate and administer the administrative and fiscal support to the department chairs, faculty, research staff, and graduate students. Manage departmental needs and oversee workflow. Submit purchase requisitions and track delivery, and otherwise assist faculty and staff in ordering supplies. Maintain and submit records for the use of departmental P-card. Respond to inquiries and disseminate information ensuring that each request is handled appropriately. Coordinate special events, contractual agreements, meetings and projects for the department. This position resides within the School of Pharmacy, and is located at the Rinker Graduate Health Science Campus in Irvine, CA.

Responsibilities

Purchasing and Fiscal Support to BPS and PEP Departments:

• Submit purchase requisitions through PeopleSoft for departmental, research, and support-related activities. Ensure conversion of requisition to Purchase Order and track open orders to ensure close out and payment.
• Process Voucher/Check Requests and reimbursements for faculty and departmental-related activities.
• Coordinate with Sponsored Projects to open blanket Purchase Orders for subaward spending.
• Coordinate with Core Lab Staff to ensure receipt of ordered supplies, clearance in PeopleSoft purchasing system, and payment/closeout of POs.
• Track expenditures for faculty receiving annual allotments, such as APPEs, Capstone, and Rotations allotments to purchase supplies for their laboratories.
• Maintain and submit records for the use of departmental P-cards, reconcile purchases in Concur.
• Track annual faculty travel and membership expenses from their departmental allotments.

Administrative support for BPS and PEP departments:

• Coordinate administrative and logistical functions of the school for both departments.
• Respond to internal and external inquiries and requests for information providing excellent customer service in timely manner. Provide information about university policies and procedures to the department and visitors.
• Assist with processing contracts/agreements related to purchases, third-party contractors, and events.
• Maintain departmental calendar.
• Prepare correspondence as required.
• Review and summarize department data and prepare reports used for program review, planning and forecasts.
• Order business cards, office supplies, and name badges when needed.

Instructional/Faculty Support:

• Coordinate departmental faculty searches, including posting of position on Interfolio, in-person interviews (itineraries, travel arrangements, calendaring, catering, etc.), and onboarding activities of new faculty.
• Publish post-doctoral searches on Interfolio and provide posting link to PI.
• Schedule and coordinate guest lecturers and seminar speakers, including preparing and processing speaker agreements for signature, preparing and sending schedules, parking passes, coordinating catering and honorarium for services.
• Print scientific posters for faculty and students and track usage.
• Generate and track part-time lecturer faculty contracts or administrator overload teaching contracts.
• Assist faculty with processing mailing/shipping requests.
• Coordinate in-office schedules for Lecturers sharing office space to meet with students.

Coordinate special events, meetings and projects:

• Plan events including announcements, calendaring, room reservations, and catering arrangements.
• Schedule meetings and take departmental minutes.
• Serve as backup for taking minutes during (all) Faculty and Team Meetings.
• Serve as backup for collecting and distributing monthly newsletter announcements.
• Assist faculty and Dean’s Office with special projects as requested.
• Perform other duties as assigned.

Required Qualifications

• A minimum of three years of demonstrated professional administrative support experience preferably in higher education.
• Bachelor’s degree and/or equivalent combination of education and work experience.
• Proven ability to carry out duties in a timely manner.
• Proven ability to reason, prioritize, problem solve and communicate logically.
• Experience in meeting/event coordination.
• Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload.
• Basic arithmetic and calculation skills.
• Excellent computer skills in word processing, excel spreadsheets, Internet and electronic mail with the ability to set up and maintain a database.
• Experience using standard office equipment such as copier, fax and calculator.
• Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services and catering.
• Clear and understandable speech to disseminate information and forward messages in a thorough and appropriate manner.
• Demonstrate effective, clear and businesslike written and oral communications – including solid editing, proofreading skills.
• Experience taking concise and accurate meeting minutes.
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University.
• Excellent problem-solving skills.
• Ability to use tact, diplomacy and maintain a high level of confidentiality.
• Strong commitment to teamwork.
• Service-oriented, with ability to maintain a pleasant and helpful attitude.

Desired Qualifications

• Working knowledge of PeopleSoft.
• Working knowledge of University policies and procedures that pertain to the duties of this position.
• Working knowledge of Qualtrics.