Administrative Coordinator

Overview:

Must function efficiently and effectively in a fast-paced professional environment. Must have knowledge of organizational policies and practices.

Responsibilities:

• Coordinates all meetings and agendas of the Department Chair’s calendar and other documents as needed.
• While working closely with the Department Chair, will attend to and oversee the department’s individual budgets and provide monthly reports/spreadsheets to the Department Chair and/or any person(s) that the Department Chair deems necessary.
• Coordinate and submit all travel documents, expenses, memberships, and all other accounting needs on behalf of all of the department’s faculty, residents, and staff in accounting software to maintain accurate records to keep within allowed budget.
• Maintains all departmental office supplies as needed.
• Coordinates the work of the administrative support staff to ensure needs of the Department are sufficiently met.
• Develops, implements, and assists Chair of the Department with administering new and/or enhanced administrative policies and procedures that promote standards and cross-training.
• Responsible for setting up meetings, developing meeting agendas, attending meetings, preparing and distributing meeting minutes.
• Resolves problems and issues which may be of sensitive or confidential nature.
• Acquires advanced knowledge and specialized skills through on-the-job experience/training.
• Provides event planning for the department.
• Oversees daily office operations. Identifies and resolves operational problems.
• Responsible for departmental communications.
• Supports and assists with department recruiting.
• Assists with onboarding and training of new staff, faculty and residents
• Organizes and maintains required forms, records and training requirements for specified department, as required

• Assists with maintaining portal pages, department documents and updates digital signage.
• Maintains content for department specific systems and maintains content for web pages and/or websites, including the Yapp application for recruiting and resident online resources.
• Organizes and maintains department files electronically and by paper.
• May monitor or submit payroll data or reports for department.
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• All other duties as assigned.

Qualifications:

EDUCATION AND/OR EXPERIENCE:

• Bachelor Degree preferred or 8 to 10 years of administrative assistant or related experience.
• Minimum of five years’ experience supporting high level executives in education or healthcare preferred.

OTHER SKILLS AND ABILITIES:

• Advanced skills in composing professional communications and letters.
• Advanced skills in administrative and clerical procedures, systems organization, management of printed and electronic files and records, transcription, form design and other office procedures.
• Works independently, performs as a self-starter, and meets critical deadlines.
• Mastery of various software programs to develop correspondence, documents, agendas, meeting materials, presentations, organizational charts, etc.
• Advanced time management skills to manage competing priorities and overlapping deadlines.
• Attention to detail.
• Knowledge of general accounting procedures and fiscal management
• High degree of integrity.
• Advanced skills using Microsoft suite, Adobe Acrobat, Yapp, scanning and document management software, and internet research skills.
• Demonstrates the ability to recognize priorities in organization of work flow
• Able to perform duties independently, with a minimal need for direct supervision

About Western Michigan University Homer Stryker M.D. School of Medicine (WMed)

Our vision is health equity for all in Southwest Michigan through innovation in the practice and study of medicine.

Building upon a $100 million foundational gift in 2011, WMed is a recipient of the Empowering Futures Gift, a philanthropic commitment of $300 million to support the mission of the medical school. WMed contributes to the economic vitality of Southwest Michigan through the services we provide as well as the creation of 1,600 new jobs and an annual estimated economic impact of $353 million in Kalamazoo and Calhoun counties.

We train physicians in 10 residencies and five fellowships accredited by the Accreditation Council for Graduate Medical Education. To support our educational mission, we have Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.

WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout Kalamazoo, Portage, and Battle Creek. The Department of Pathology faculty serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.

The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with faculty and administrative offices, student study and social spaces, team-based learning halls, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.

WMed is building upon Kalamazoo’s century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, Research Histology Lab, Innovation Center, and Human Research Protection Program contribute to the medical school’s advancement of knowledge through innovation and discovery.

We provide a drug- and tobacco-free workplace.

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