Job Details
Summary
The Administrative Coordinator provides administrative support to the Biomedical Sciences Program faculty, office and lab staff, and students. In addition, they direct the weekly activities of a full-time and part-time administrative assistant and lead the office administration in consultation with the Program Director. The position reports directly to the Program Director of the Biomedical Sciences Program.
Essential Duties and Responsibilities
- Coordinate, organize and lead monthly meetings of the administrative staff to ensure that essential administrative functions of the program are accomplished in a timely and efficient manner
- Coordinate program recruitment efforts under the direction of the Program Director, including: identifying and registering for recruitment fairs and arranging travel and accommodations for the Program Director, faculty and staff at in-state and out-of-state recruiting fairs
- Coordinate student shadowing at the Multispecialty Clinic and with other MWU programs
- Prepare MWU expense reports and check requests for the Program Director
- Maintain confidential student records (e.g. student academic progress and enrollment reports) and faculty information (e.g., student’s instructor and course evaluations), and distribute instructor evaluations under the direction of the Program Director
- Organize annual on-campus events such as informational events for pre-health advisors, program retreats, graduation banquets and receptions, research forums, and faculty recruiting
- Create, maintain, and distribute meeting minutes for program meetings and assigned program committees
- Coordinate analysis of program data related to attrition, admissions, and student outcomes for program self-assessment Committee
- Coordinate program admissions records and tracking for the program Admissions Committee
- Maintain the Program Director’s calendar and coordinate the general Program calendar
- Make annual changes to the program catalog and website
- Liaison with other college departments and programs
- Greet and assist students and visitors when they enter the program suite
- Serve as the primary point of contact for general inquiries made via email and telephone
- Order general office supplies and equipment
- Assist with additional projects and events as assigned
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Bachelor’s degree strongly desired. High School diploma or GED with 5 years of administrative experience required. Associate’s degree or equivalent from two-year college/technical school strongly preferred. Previous work experience in an administrative role in the academic environment strongly preferred. Excellent organizational skills, possess the ability to prioritize and conduct themselves in collegial manner required. Previous experience working with students and faculty highly desired. A minimum of 3 years’ supervisory experience required.
Computer Skills
Computer proficiency in MS Office (Word, Excel, Outlook) required. Extensive knowledge of CARS and MS Access system desired.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.