Administrative Coordinator-Geriatric and Palliative Care

The Administrative Coordinator is responsible for administrative and office service activities such as purchasing, payroll, records control and human resources for the head of a department, care center or division. This individual is expected to oversee 1-2 administrative direct reports, and typically reports to a division head, vice president or higher-level executive.

• Answers routine and specific inquiries when possible. Directs inquiries, when necessary, to the appropriate department or individual for further information and/or resolution.
• Assists in maintaining and monitoring the budget and grant allocations. Prepares documents required to maintain balanced accounts for review and approval.
• Ensures adequate restock of supplies for the department. Takes inventory or examines merchandise to identify items to be reordered or replenished. Requisitions merchandise from suppliers and collaborates with Purchasing to secure the best pricing for equipment and supplies. Tracks expiration of vendors' contracts and renews as needed.
• Assists in the planning, coordination, and logistical arrangements for departmental forums, Continuing Medical Education (CME) courses, conferences, seminars, workshops, meetings, visiting professorships, and special events. Coordinates venue selection and contracting, CME application submission, invitations, speaker correspondence, participant communications, registration, staffing, catering, educational materials, and post-event follow-up.
• Coordinates all financial receipts, payments, expense reimbursements, and honoraria associated with CME activities in collaboration with the CME Office, including post-course financial reconciliation.
• Develops, updates, and/or revises informational flyers, brochures, leaflets, educational materials, and mailings.
• Researches, locates, and compiles information for reports. Assembles and categorizes figures for computation and calculations. Prepares statistical and operational reports.
• Checks materials submitted for the supervisor's attention to ensure all relevant data, authorizations, and pertinent information are included.
• Provides comprehensive administrative support to the Vice Chair of Administration, Finance and DEI, including calendar management, meeting coordination, project tracking, and other administrative initiatives.
• Coordinates departmental conference room scheduling, including management of the Annenberg 10-30 Conference Room calendar and meeting logistics.
• Co-manages faculty on-call schedules and time-off requests to ensure appropriate clinical and departmental coverage.
• Coordinates administrative, secretarial, and/or general office support coverage.
• Assigns work, establishes priorities and deadlines, and supervises the work of assigned staff.
• Performs other related duties as assigned.

• Bachelors Degree or equivalent combination of applicable
• 5 years related administrative or business experience required. Some supervisory experience preferred. experience and education