POSITION SUMMARY:

The Senior Administrative Coordinator will provide highly skilled administrative support for the section of Trauma and Acute Care Surgery. This position will also involve special projects and tasks related to the Department of Surgery. TACS coverage will include but not limited to: collecting quality data, scheduling meetings, maintaining assigned faculty calendars, making travel arrangements, processing travel reimbursements in a timely manner, following up on meeting-generated tasks, preparing documents, reports, creating presentation slides, drafting correspondence, managing organizational contacts, section budget, prepare conference rooms, sorting mail and ordering supplies. Working with Department Project Manager coordinating facilities and information technology issues within the section. This employee will works autonomously, sets priorities and makes independent decisions of a complex nature. Provides ongoing special project support to ensure regulatory compliance.

Position: Senior Administrative Coordinator

Department: GS - Administration

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

General Functions

• Serves as the key support for the Trauma and Acute Care Surgery ensuring the section operates in an effective, efficient, and professional manner.
• Oversees/coordinates specific projects; provides leadership in project management; gathers deliverables from required constituents; tracks, analyzes, and makes recommendations or raises concerns on status reports, issue resolution, and program actual against project charter, budget, and/or plan.
• Acts as liaison between departments and makes independent decisions to ensure adherence to quality procedures.
• Provides administrative support to the surgeons of the section of Trauma and Acute Care Surgery including, but not limited to: collecting quality data, scheduling meetings, making travel arrangements, processing travel reimbursements in a timely manner, following up on meeting-generated tasks, preparing documents, reports, creating presentation slides, drafting correspondence, managing organizational contacts, section budget and prepare conference rooms.
• Independently composes high level correspondence and documentation of professional quality. Edits and proofreads all written materials and verifies the validity of data for all documents and reports prior to submission/distribution.
• Maintains section calendars accurately with particular attention to preventing scheduling conflicts.
• Organizes and coordinates section meetings or committees, including reserving conference rooms, sending and tracking invitations, procuring food and beverage and ensuring vendor payment. Prepare room and equipment (such as conference calls, audio-visual equipment, projector, etc., as needed).
• Prepares meeting agenda and distributes information packages required for meetings. Records, transcribe and prepares meetings minutes. Ensures that minutes and other written documents are professional and accurate.
• Makes registration and travel arrangements, including hotel reservations. Provides written itineraries and updates calendars for all travel plans.
• Handles telephone calls in a professional, courteous speaking manner; determines nature of all calls and initiates appropriate disposition. Assures that all messages are accurate and forwarded promptly to the appropriate party.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, section/department, and hospital matters. Exercises discretion and independent judgment with respect to matters of significance to the section/department and the institution.
• Serves as the section administrative expert with regards to compliance policies & departmental procedures.
• Manages purchasing, invoices and accounts payable for the section.
• Monitors and maintains inventory of office supplies and equipment. Purchases supplies as needed and stays within established budget. Maintains the monthly schedule for department coverage.
• Creates weekly schedule for trauma bay.
• May perform office related duties such as picking up mail, categorizing and delivering mail, storing and distributing office supplies, handling faxes, scanning, filing, photocopying collating materials, maintaining the update of policy manuals, etc.

Section Services

• Provide support for Faculty and Section as necessary.
• Assists with projects within the department of Surgery as needed
• Works with Department Project Manager and EAs to coordinate Faculty interviews.
• Tracks all data, correspondence, committee and administrative operations related to the section and associated committees.
• Provides research and administrative support for special projects, preparing grant proposals and follow-up on projects.
• Works with Grand Rounds and Visiting Professors Committee for the yearly Clowes Visiting Professor Day and assists with other Department of Surgery Events.
• Working with Department Project Manager coordinating facilities and information technology issues within the section.
• Working with Department Project Manager coordinating onboarding of new physicians.
• Maintain ATLS, ACLS and BLS records for physicians.

Other

• Adheres to department and hospital standards, including the following:
  • Adapts to changes in the departmental needs, including support for other surgical divisions/sections as needed
  • Conforms to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
  • Utilizes hospital's behavioral standards as the basis for decision making and to support the department and the hospital's mission and goals.
  • Follows established hospital infection control and safety procedures.

• Other duties as needed.

JOB REQUIREMENTS

EDUCATION:

• Bachelor's Degree or equivalent combination of training and experience.

EXPERIENCE:

• Minimum 3 years experience in medical or healthcare institutions, ideally in academic medicine.

KNOWLEDGE AND SKILLS:

• Requires a significant level of analytical ability to develop and analyze budgets and to develop related justification.
• Ability to work independently, to prioritize work, to anticipate deadlines, and to concentrate on and pay attention to detail.
• Exemplary written and verbal communication skills; pleasant, courteous, and helpful telephone manner and professional demeanor for favorable "first impression".
• Strong interpersonal skills necessary to be socially perceptive in accepting, relaying, and respecting confidential information, communicating policies and procedures, and dealing with individuals from variety of disciplines and diverse backgrounds, including influential people.
• Proficiency with Microsoft Office applications (i.e. MS Word, Excel, Access, PowerPoint, Outlook) and web browsers.
• Experience with statistical analysis tools a plus.
• Excellent record-keeping skills, office organizational skills, and computer literacy necessary for entering and manipulating statistical data, creating schedules, and maintaining detailed, accurate, and complete records of departmental activities and confidential personnel/training records.
• Must be able to maintain strict protocols of all confidential or sensitive information

Equal Opportunity Employer/Disabled/Veterans