Administrative Coordinator - Institute for Health Equity Research
Location: United States · Reference: 3039537
The Administrative Coordinator (‘AC') at the Institute for Health Equity
Research (IHER) coordinates administrative scheduling activities for IHER's
faculty and leadership as well as offers officewide administrative assistance
when assigned. The AC helps provide administrative assistance to the
administration and faculty by coordinating multiple meetings & calendars,
drafting correspondence and invites, obtaining conference rooms, maintaining
e-files, host internal/external visitors and attendees, and liaising with IHER
and ISMMS/MSHS staff and faculty. The AC is involved aspects of event planning
and contributes to internal and external communications. A successful AC is
very organized and professional, takes ownership and initiative, is dynamic
with a solutions-oriented mindset, and becomes a trusted business partner to
the IHER Administration team.
Responsibilities
Calendaring of internal and external meetings for the IHER faculty on
multiple team calendars.
Multitasks coordination of simultaneous meetings and appointments office-
wide; confirms participants and meeting logistics via Outlook invite;
facilitates and monitors the preparation and distribution of meeting
materials; transcribes and distributes meeting minutes.
Conduct administrative, secretarial, and/or general office support
coverage as assigned per project
Makes travel arrangements and prepares reimbursements and helps monitor
expenses.
Participate in planning and logistical arrangements for meetings,
seminars, forums, and conferences.
Prepare internal and external communications on Institute related events
and activities, including highlighting Institute research findings and
programs on social media platforms as needed. Develops, updates and/or
revises informational flyers, brochures, leaflets and mailings.
Takes inventory or examines merchandise to identify items to be reordered
or replenished. Requisitions merchandise from supplier and collaborates
with Purchasing to secure the best pricing for equipment and supplies.
Tracks expiration of vendors' contracts and renews as needed.
Answers inquiries and/or re-directs callers to the appropriate individual
for information and or/resolution.
Assist with screening and prioritizing incoming calls, mail/email for
action and follow up and transfer.
Performs other related duties, as assigned.
Qualifications
Bachelors Degree or equivalent combination of applicable education and
experience
5 years related administrative or business experience required. Some
supervisory experience preferred. experience and education
Preferred:
Strong knowledge of MS Outlook, MS Word and Excel and webinar software
(i.e. Zoom)
Design or data collection software knowledge a plus
Excellent oral and written communications skills
Demonstrated teamwork skills, cultural competence, and professionalism.
