"Administrative Coordinator - Panamerican Trauma Society"

Job Details

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

Unit: School Of Medicine MBU

Department: Panamerican Trauma Society

Duties & Responsibilities:

The Panamerican Trauma Society (PTS) is an international organization dedicated to advancing trauma care throughout North, Central, and South America, as well as the Caribbean. Through education, research, and advocacy, PTS promotes excellence in trauma and surgical critical care.

The Administrative Coordinator provides comprehensive administrative and programmatic coordination for all PTS international educational programs and activities. This position serves as a key point of contact for members, partners, and program participants, ensuring efficient operations, high-quality communications, and effective coordination of society initiatives.

Core Responsibilities:

• Coordinate logistics and provide administrative support t for international educational programs, research competitions, congresses, symposiums, and training activities in-country and abroad.
• Manage complex scheduling and planning for meetings, conferences, and events, including international travel arrangements and itineraries.
• Prepare, edit, and coordinate correspondence,, and program materials related to membership, research initiatives, and educational offerings.
• Provide high-level administrative support to PTS leadership, committees, and program chairs, including agenda preparation, follow-up, and tracking of action items.
• Support international scholarship and fellowship programs through coordination of application processes, communication with candidates, and collaboration with committee chairs.
• Coordinates updates and content management for the PTS website and ensure accurate data entry and maintenance of databases related to membership, research, and program activity.
• Deliver high-quality translation services in English, Spanish, and Portuguese (if applicable) for official documents, program materials, and communications.
• Serve as a primary liaison to members and stakeholders, ensuring excellent customer service and timely resolution of inquiries.
• Contribute to special projects, organizational initiatives, and strategic priorities to advance the mission of PTS.

Qualifications:

Minimum Qualifications

• Demonstrated administrative and program coordination experience in a professional office environment.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Publisher) and strong skills in database management.
• Fluency in English and Spanish required; Portuguese proficiency highly desirable.
• Strong written and verbal communication skills, with the ability to draft professional correspondence and provide translation across languages.
• Demonstrated ability to organize, prioritize, and manage multiple tasks in a fast-paced, international environment.
• Strong problem-solving and decision-making skills with the ability to adapt to new information and changing circumstances.
• Commitment to providing excellent customer service and fostering positive relationships with a diverse membership base.
• General work schedule is day shift, Monday through Friday, with flexibility required for international events or organizational priorities.
• Ability to travel internationally as needed.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Experience working in an academic health care, international, or nonprofit setting.
• Prior experience coordinating educational programs, research initiatives, or international collaborations.
• Experience working in multicultural, multilingual environments with strong international cultural awareness.

Salary Range: $40,000 - 50,000

FLSA Exemption Status: Non-Exempt

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

Contact Name: Gladys Shanklin Contact Email: gladys.shanklin@vcuhealth.org

Position will remain open until filled.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!