Administrative Coordinator

Princeton University
September 23, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A
Administrative Coordinator

Requisition # 2023-17660

Date Posted 12 hours ago(8/23/2023 11:27 AM)


 Health Services


 Administrative Support

Job Type


The Administrative Coordinator (hereafter “AC”) represents the Medical Director as a critical liaison to all units of UHS. The AC also interacts with all staff members within Medical Services, other service lines within UHS, and key campus partners of UHS—including the Office of the Vice President for Campus Life and all Campus Life Divisions, Office of Communications, Environmental Health and Safety, Human Resources, Office of Finance and Treasury, Office of the Executive Vice President, Office of the Provost, and Office of the Dean of Faculty.

This position is an essential, highly responsible and accountable “staff” position that requires the individual to initiate work and act independently; anticipate needs and be proactive; and assess and respond to both routine and urgent situations (frequently involving senior administrators, faculty, parents, or students) at a sophisticated level. This individual acts as an “extension” of the Medical Director for purposes of communication; as liaison to others within and external to UHS on behalf of the Medical Director as a source of background information and knowledge; as facilitator of projects for the Medical Director, as key support for special projects across Medical Services; as facilitator for key administrative and strategic meetings; and as analyst of confidential administrative, clinical, and research data.

As a member of the UHS staff, your job may be deemed “essential” as defined by University and UHS policy. Please ask you supervisor for additional information.


Administrative Management (50%)

Planning and Organizing

  • Manages the non-clinical calendar of the DMS and ADMS, and coordinates these with Medicat Clinical Calendar; decides and prioritizes on a daily basis which demands should be met, which cannot be met, and which should be presented for decision
  • Plans, schedules, and coordinates Medical Services meetings and events
  • Tracks ongoing projects for the DMS and ensures their completion
  • Develops and maintains a project management system for Medical Services to track key deliverables
  • Directs inquiries to appropriate respondent from across Medical Services, UHS, and/or University
  • Collects and prepares appropriate briefing materials for the DMS. Initiates follow-up meetings and ensures that appropriate follow-up actions are taken
  • Manages the acquisition, collection, and archiving of project data, as well as the production and dissemination of materials developed by the DMS.
  • Serves as secretary to Medical Service meetings as needed
  • Represents the DMS in internal planning meetings and with other groups upon request
  • Technical and Creative Support (20%)

  • Develops presentations and reports for the Medical Director
  • Collates, tabulates, analyzes data and portrays it in tabular and graphical form; creates spreadsheets in Excel , presentations in PowerPoint and uses Microsoft Publisher to create professional documents and materials
  • Creates and modifies presentations, spreadsheets, and other documents as needed
  • Assists in developing ad hoc reports and conducting special projects as needed
  • Communications (10%)

  • Independently researches, develops, and drafts letters, memos, or reports to communicate decisions, ideas, and agendas for multiple and various purposes
  • Coordinates website materials in collaboration with HPPS, and direct student contact resources in collaboration with Health Prevention and Promotion Services.
  • Oversees Medical Services online presence
  • Financial Management (20%)

  • Prepares and tracks the OPMS spending plan. Yearly assessment of and forecasting for operational expenditures for upcoming fiscal year. Engages in frequent collaboration with UHS Finance Department depending on task (annual review of available FTEs as it relates to the departmental salary budget and vacancy dollars, ad hoc purchasing and procurement of medical equipment and other large unexpected purchases during the fiscal year, proper coding and chart strings for expenses incurred within the department, etc)
  • Processes travel vouchers and reimbursements for ADMS and DMS
  • Reconciles DMS and ADMS credit card transactions
  • Performs other duties as assigned



  • Bachelor's degree required
  • 3 to 5 years of progressively responsible, relevant experience
  • Be knowledgeable in principles and methodologies (e.g., Plan-Do-Study- Act, Root Cause Analysis, measurement, data collection, and analysis) needed to support and lead Quality Improvement projects and activities and/or willing to attend UHS-based Quality Improvement basic training within first 6-months of hire.
  • Respects the cultures and identities of others. Demonstrates curiosity and open mindset regarding those of different identities and cultures. Demonstrates a commitment to diversity, equity, and inclusion.

  • Experience working in an integrated healthcare environment
  • Familiarity with total work systems (such as the Institute for Healthcare Improvement, Accreditation Association for Ambulatory Health Care, and Baldrige National Quality Program); and reviewing and analyzing data.
  • Familiarity with electronic health records systems, preferably Medicat
  • Familiarity with visual, graphic, and or video design programs
  • Training in health equity and other diversity and inclusion topics
  • Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

    Standard Weekly Hours


    Eligible for Overtime


    Benefits Eligible


    Probationary Period

    180 days

    Essential Services Personnel (see policy for detail)


    Physical Capacity Exam Required


    Valid Driver's License Required



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