The Administrative Coordinator provides the highest level of administrative and secretarial support to the TUCOM OMM Department (the Department), its faculty, and students. The position is often the initial point of contact for the Department from both within and without of the TUCOM College of Osteopathic Medicine. Holder of the position often is called to organize, prioritize, and follow up on multiple issues import to the generation, delivery, assessment, and recording of the Department curriculum and OMM faculty responsibilities (the Department Mission). Duties may include but not limited to assignments of a sensitive and/or confidential nature as specified by the department Chair. Initiative, discretion, and judgement applied to varied OMM departmental challenges and situations while fulfilling the Department Mission is expected. Responsibilities may change as Department Mission matures - defined and directed by the OMM department Chair.
The Administrative Coordinator is responsible for providing the day-to-day administrative support for the effective operation of the OMM department with priorities and reporting structure emanating from and directed to the OMM department Chair.
- Manage OMM departmental communications which include: receive and screen incoming calls and visitors; evaluate requests and inquiries; determine priority and alert the OMM Department Chair or their designate accordingly; make decisions and initiate contact with the OMM Department Chair at off-site locations in critical situations; make referrals to appropriate faculty of administrative staff or provide requested information as appropriate.
- Provide administrative aide and coordination to the Department faculty in their efforts towards fulfillment of the Department’s Mission.
- Facilitate the OMM Department Chair’s and Faculty departmental calendar to schedule appointments and engagements; arrange conferences and meetings as designated by the OMM Chair; make travel, lodging and meeting room arrangements including refreshments and other amenities as designated by the OMM Chair.
- Create and maintain other shared electronic calendars as required by the OMM Chair
- Organize, maintain, and ensure back-up of confidential Department records and files (including grades and gradebook), ensuring the security of privileged information in accordance with local protocol (including HIPAA and FERPA); authorize access to information as appropriate and designated by the OMM Chair.
- Process, submit, and back-up financial documents such as travel requests, reimbursement, or departmental purchases paperwork for the Department in the TUCOM accepted media.
- Coordinate the Department’s adjunct faculty communications, schedule, and HR fulfillment as designated by the OMM Chair.
- Assist the OMM Fellowship Coordinator in OMM Fellows communications, schedule, and HR fulfillment as designated by the OMM Chair/OMM Fellows Coordinator.
- Read and screen incoming correspondence as requested by the OMM Chair; make preliminary assessment of material priority and timing for completion.
- Provide assistance in resolving administrative questions and issues that do not require the personal attention of the OMM Chair, or their designate.
- Compose correspondence and prepare administrative reports and/or financial records as required by the OMM Chair.
- Act as liaison between the OMM Department Chair, Department, other faculty, staff, students, and Administration
- Prepare agendas and take minutes at committee meetings as assigned; assure minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings.
- Supervise work-study, Fellows, and others as directed by the OMM Chair.
- College Degree – BA or BS preferred
- Three (3) years in administrative coordination or equivalent experience preferred
- Must be generally computer literate and able to troubleshoot superficial problems
and/or identify problems that require a higher level of technical expertise
- Logistical and mathematical skills required to create, maintain, back-up, and
distribute databases required for manipulation of confidential student gradebook.
- Advanced user of Microsoft Excel and Microsoft Word required
- Familiar with PowerPoint, and Adobe Professional
- Preferred familiarity with Canvas, Qualtrics, Banner, and Examsoft
- Experience in event organization, planning, and execution
- Familiarity with Osteopathic profession and terminology useful
- Advanced verbal and written communication skills
- Comfortable operating at a high level of multitasking within
an academic departmental structure
- Ability to provide efficient and accurate administrative assistance and
- Knowledge of budget and fiscal management practices as it relates to processing
- Ability to quickly assimilate information particular to a demanding academic setting,
specifically in a Osteopathic Medical School environment.
- Proficient computer and office equipment skills – see above
- Ability to work in a group as a team as well as independently.
- Ability to be receptive to feedback
- Ability to maintain confidentiality and confidential records
- Excellent at scheduling, time management, and prioritization
- Ability to demonstrate facile ability in learning new administrative technologies, platforms, etc.