The position serves as the primary Administrative Coordinator for the Department of Oral and Maxillofacial Surgery reporting to the Department Chair and Operations Manager. Responsibilities include managing the Department Chair and Operations Manager schedule and supporting their various administrative needs that provides planning and oversight to make certain that their time is spent in the most efficient manner and information is sufficiently presented to advance the priorities of the day to day operations of the Department. This position will also assist faculty with various requests and support front-desk operations as needed. In addition, working with the Operations Manager, the Administrative Coordinator will also coordinate all other administrative duties as they arise including but not limited to ordering office and academic supplies and organizing charts.
Other duties include;
Manage the Dept. Chair and Operations Mgr Activities as well as Calendar:
Manages and coordinates a high volume of demands for the Chair's time by prioritizing requests and demonstrating significant independent judgment in identifying and resolving potential conflicts. Uses professional judgment and thoughtful communication to respond quickly and efficiently to scheduling requests. Serves as primary liaison for the Chairman to inside and outside constituencies as well as communicating needs and concerns of these constituencies to the Chairman; Answers phone calls and correspondence directed to the Chairman and Operations Manager and determine appropriate response. Communicates, directs and refines information, issues, phone calls and correspondence to the Chairman or the appropriate individual or department for resolution. Anticipates the needs of the Chairman and Operations Manager and other key faculty by independently soliciting and providing necessary back-up in a timely way to ensure they are well-prepared for all meetings, events and speaking engagements.
Advances and monitors progress on the Chair's administrative initiatives and identifies, assigns and tracks specific assignments. Communicates with internal and external constituencies regarding calendar-related, policy and procedural matters. Reviews, revises and summarizes correspondence and briefs for the Chairman as well as create and edit correspondence. Edits letters, documents and publications requiring the Chair or Operations Manager approval prior to distribution Executes confidential correspondence and reports for the Chair and Operations Manager
Makes Chairman's travel arrangements, prepares itinerary and event information. Conducts necessary research to prepare Chair for events or meetings. Process and tracks travel/expense vouchers and maintains files.
Work with the Chairman and Operations Manager to resolve issues:
Provides support for the Accreditation process through maintenance of the Department's Database. Processes faculty reimbursements, initiates payments for department expenses and order all office supplies
Works with Chairman on special projects. Special projects are constantly changing but may include: coordinate events i.e., new faculty lunches; preparation of promotion files and faculty actions. Prepares and coordinates all faculty and staff awards for the faculty and staff meeting. Solicits award nominees from school and prepares nomination letters for the Chairman. Provides leadership for and serves as primary liaison on special projects as appropriate.
Bachelors Degree preferred. 4-6 years of experience working in a high volume fast paced administrative role preferable in the medical or dental field.
Must have strong communication skills both written and spoken
Must be able to multi-task in a very busy clinical, and operations setting
Must have demonstrated strong organizational skills with the ability to establish priorities meet deadlines and be able to critically think through problems and present solutions.
Must be proactive and possess solid follow-up skills as well as work across various teams and constituencies.