Senior Department Coordinator

Responsibilities
Department Operations and Administration Coordinate and support day-to-day administrative and operational activities for the department. Serve as a primary point of contact for faculty staff students and external constituents. Develop maintain and organize departmental records files and confidential documentation. Coordinate departmental communications and prepare correspondence reports presentations and other materials. Maintain departmental calendars and coordinate meetings events and activities. Assist department leadership with planning operational priorities and implementation of departmental initiatives. Recommend and implement process improvements to enhance operational effectiveness and service delivery. May provide work direction training and guidance to student employees temporary staff or administrative support personnel. Faculty Affairs Administration Coordinate faculty appointment onboarding and offboarding activities. Manage departmental faculty credentialing licensure boards certification CME tracking timelines etc. Prepare collect organize and maintain faculty personnel records and supporting materials. Coordinate faculty committee activities meetings and communications related to RPT and other faculty affairs matters. Serve as a liaison between faculty department leadership and university offices on faculty administrative matters. Maintain confidentiality in handling faculty records and personnel information. Financial Administration and Budget Support Monitor departmental operating budgets and funding accounts. Track expenditures encumbrances and budget balances and prepare routine financial reports. Reconcile departmental accounts and investigate discrepancies as needed. Coordinate purchasing activities and process financial transactions in accordance with university policies and procedures. Review expenditures for accuracy and budget availability. Assist department leadership with budget planning forecasting and reporting activities. Provide financial information and analysis to support departmental decision-making. Meetings Events and Project Coordination Coordinate departmental meetings retreats faculty searches workshops conferences and special events. Prepare agendas meeting materials minutes and follow-up communications. Manage event logistics including scheduling facilities travel arrangements catering and on-site support. Track project timelines and coordinate completion of assigned departmental initiatives. Collaborate with internal and external stakeholders to support departmental goals and objectives. Student and Stakeholder Support Respond to inquiries and provide information regarding departmental programs services policies and procedures. Assist students faculty and staff in navigating departmental and institutional processes. Foster a positive responsive and customer-service-oriented environment.

Qualifications
Bachelors degree and four to five years of progressively responsible administrative operational or academic support experience; or a combination of education and experience from which comparable knowledge and abilities have been acquired. Experience coordinating complex administrative processes and projects. Demonstrated experience with budget monitoring account reconciliation and financial transaction processing. Strong organizational and project management skills. Excellent written verbal and interpersonal communication skills. Ability to manage multiple priorities and deadlines with minimal supervision. Ability to maintain confidentiality and handle sensitive information with discretion. Proficiency with Microsoft Office Suite and administrative information systems. Preferred Qualifications Experience in higher education healthcare academic medicine or osteopathic medical education. Experience supporting faculty affairs promotion and tenure processes or accreditation activities. Experience with university financial and human resource systems. Knowledge of academic department operations and governance structures.

Required Experience:

Unclear Seniority