Administrative Coordinator

Administrative Coordinator

This individual will provide direct administrative support and calendar management for the Associate Director of the Vascular Medicine Institute, and the Scientific Director of the Hemophilia Center of Western PA. Responsibilities will include a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments. This individual will also provide administrative coordination of special projects and events.

Key Duties

• Serves as the primary support to senior and executive level roles; coordinates with associated teams.
• Manages office workflow, projects, and schedules; serves as primary liaison between internal and external stakeholders. Develops agendas and meeting materials; coordinates special events and programs.
• Answers telephone, takes messages, and transfers callers; provides information and appropriately answers customer inquiries from walk-ins, incoming calls, and emails.
• Performs a wide variety of complex administrative and office functions independently; provides specialized technical or project support for academic or administrative departments as it relates to

administrative tasks.

• Proposes solutions to moderately complex problems; identifies improvements for efficiency and accuracy.
• Prepares and edits various technical documents, including financial reports, PowerPoint presentation materials, procedural manuals, content on department website, publications, and routine correspondence; uses established guidelines and proper formatting; ensures confidentiality of sensitive information and materials.
• Assists with budget preparations, makes purchases, collects payments, and verifies billing information; assists with vendors on quotes and invoicing.
• Performs a variety of clerical duties, including updating content on department website, filing paperwork, coordinating travel arrangements, and data entry.

Supports senior level roles in a wide variety of complex administrative and office functions as well as specialized technical support for academic or administrative departments.

Must be able to work in a fast-paced environment. Must be able to multitask and work independently and in a team-based environment. Must have strong communication skills. Experience with Microsoft Work, Outlook and PowerPoint. This position will work 3 days in office and 2 days remote, but may need to come into office on additional days as needed.

Position is mostly sedentary but must be able to travel to Cardiology and VMI offices and labs and other university offices as needed. May need to help room set up for lecture, seminars and meetings.