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Administrative Coordinator Academic Affairs

Chicago, IL 60654

Posted: 09/06/2018 Job Category: HR: Admin Job Number: 2131
The Administrative Coordinator is responsible for providing operational and executive-level administrative support for the division of Academic Affairs. The position interacts with a variety of internal and external stakeholders, and requires the ability to manage multiple projects and deadlines effectively while remaining flexible, independent, resourceful, and efficient.   Expert written and verbal communication, facility with computer technology, project coordination skills, and strong interpersonal skills are essential. This is a full-time non-exempt position that reports to the Director, Academic Affairs Operations.
 
JOB RESPONSIBILITIES:
 
Operations Support
  • Manage meeting and project correspondence including preparation and distribution of electronic and print agenda books, notifications, power point presentations, letters, follow-up, and other materials; post and maintain materials on related web sites, as required.
  • Manage meeting and project logistics including scheduling regular and ad hoc in-person and virtual meetings, and distributing and processing travel reimbursements.
  • Proactively manage timelines and completion of tasks related to projects and departmental processes by alerting team to pending deadlines and/or contingencies.
  • Collaborate with various internal departments including meeting services, governance, and IT to support task force, project, and ABMS goals.
  • Update and maintain IT related tools as well as web sites, collaborating platforms, and contact databases to support Academic Affairs initiatives.
  • Work with external partners and/or outside vendors, when appropriate.
  • Support the Director in achieving goals and desired outcomes for the division and perform all other duties as assigned.
Administrative Support
  • Provide executive-level administrative support to the Senior Vice President (SVP) Academic Affairs: coordinates complex calendar; maintains contact database; researches, composes and edits correspondence; reconciles expenses; prioritizes conflicting needs; and arranges multifaceted domestic and international travel.
  • Works closely and effectively with the Director, Academic Affairs Operations to stay well-informed of upcoming commitments and responsibilities; aids in meeting deadlines and resolving pressing issues; facilitates the flow of work; and provides appropriate follow-up.
  • Limited travel and occasional weekend or after-hours work may be required.
JOB REQUIREMENTS:
  • Bachelor’ s degree is required.
  • Strong computer skills utilizing Microsoft Office Suite required; advanced level of proficiency using Excel and Adobe Professional is preferred.
  • Minimum of 5 years administrative experience; executive-level administrative experience preferred.
  • Experience in providing administrative support in colleges and universities, hospital and health systems, medical schools, and/or associations required.
  • Proactive, organized, and detail-oriented professional with ability to work independently and as a team while committed to customer service, quality, and excellence.
  • Ability to prioritize workload, manage multiple projects, and meet deadlines with minimal supervision.
  • Ability to communicate effectively with internal and external constituents.
  • Strong writing skills with an ability to prepare clear, concise reports, letters, and documentation as well as proofread others’ writing.
  • Strong interpersonal skills with a high degree of integrity and sensitivity to confidentiality.
  • Ability to learn new applications and technology quickly and effectively.
  • Interest in health care or medical organizations.

Kathleen Hepburn, SPHR
Senior Recruiter

Kathleen has been providing Human Resources and Recruiting solutions to a wide range of organizations for over 20 years. Her areas of expertise include talent sourcing and acquisition, HR planning, employee relations, and performance management. She is credited with developing strategic partnerships to quickly identify and recruit talent; leading corporate initiatives to grow revenues and reduce expenditures; and creating effective programs to train, retain and reward employees.
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