We are seeking a dedicated and organized Administrative Coordinator-Recruited to join our team. The successful candidate will be responsible for managing and coordinating various administrative tasks related to Advanced Graduate Education (AGE) residencies and supporting department-level administrative duties. Key responsibilities include:
- Coordinate and lead daily operations for all AGE residencies within the department.
- Provide daily support to the DA and Chair with department-level administrative duties as needed.
- Organize and implement administrative systems and procedures, serving as the principal AGE residency administrative contact and liaison with departmental or program constituents and other universities or collaborators.
- Negotiate with hotels, caterers, and vendors, make recommendations for food and activities for participants, and manage to a pre-assigned event/function budget, including classroom, AV, and other facilities on behalf of the department or program.
- Monitor budgets, including grants, maintain financial documentation, and provide information, research, statistics, and analysis in collaboration with the DA and Chair. Make decisions on expenditures and monitor towards a defined budget.
- Manage and help prepare pre-award grant submissions for faculty Principal Investigators (PIs). Act as the support liaison between the DA, the PI, and the grants team to ensure all documents are completed as required and in a timely fashion. Work with faculty on managing grant and gift awards, monitor spending throughout the year, and collaborate with the grants team in Administration and Finance on post-award set up and grant management.
- Coordinate with the Offices of the Registrar and Dental Education to ensure all applicable AGE courses are set up properly and in a timely manner.
- Provide administrative support to all new and current AGE residents based under the Department. Partner with other departments throughout the School to complete responsibilities related to the Department and AGE programs.
- Stay current on trends, compliance issues, regulations, and guidelines regarding subject matter and advise appropriate community members accordingly.
- Provide support to department faculty, including but not limited to scheduling courses, guest lectures, and room reservations. Additional responsibilities include calendar management for the Chair, travel arrangements, and financial processing for faculty and residents, and CE course support.
- Plan and manage departmental or program events and manage various faculty or resident special projects as needed.
- Contribute to a culture of inclusivity and respect.
- Perform other related duties as assigned or requested.