Senior Administrative Coordinator

The Senior Administrative Coordinator provides high-level administrative, operational, and project support to the Associate Vice Chancellor for External Academic Relations & Designated Institutional Official (DIO) and the Graduate Medical Education (GME) Office. This role is integral to ensuring the efficiency and effectiveness of the department’s daily operations and strategic initiatives.

Administrative Support

• Manage the Associate Vice Chancellors' & DIO calendar, scheduling, and appointments
• Coordinate meetings, conference calls, and travel arrangements
• Handle email correspondence and official communications
• Prepare and proofread documents, reports, and presentations
• Maintain records, databases, and filing systems
• Draft and distribute internal and external communications

Event & Travel Coordination

• Plan and arrange travel for site visits, conferences, and meetings
• Process travel reimbursements and expense reports
• Coordinate logistics for conferences, symposia, and networking events
• Handle venue bookings, catering, and accommodations
• Assist in organizing special projects, workshops, and training sessions

Budget & Finance Administration

• Track and manage office expenditures, invoices, and purchase orders
• Assist with budget preparation and financial reportsProcess dues, memberships, and subscriptions for professional organizations
• Manage grant-related paperwork and compliance tracking

External Affairs & Liaison Functions

• Serve as a primary contact for external academic organizations, partners, and stakeholders
• Assist in coordinating partnerships and collaborations
• Prepare briefing materials for meetings with external entities
• Manage correspondence with medical schools, accreditation bodies, and government agencies

Office & Project Management

• Oversee day-to-day office operations
• Monitor project timelines, action items, and deliverables
• Implement process improvements to enhance office efficiency
• Supervise interns or temporary staff, if applicable

Research & Data Management

• Collect and analyze data for academic and institutional reports
• Assist in preparing presentations and talking points
• Maintain statistical data on external engagements and partnerships

Compliance & Policy Support

• Ensure compliance with institutional policies and accreditation requirements
• Track deadlines for reporting obligations
• Assist in drafting policy documents and official reports

Faculty & Student Engagement

• Coordinate faculty travel, honorariums, and event participation
• Assist with medical student engagement programs and initiatives
• Maintain records for faculty development programs and external opportunities

Administrative Support for GME Office

• Serve as the main administrative support for the GME Office, overseeing calendar management, arranging travel, and processing reimbursements for department related activities
• Answer the GME Office phone and take/send messages as indicated
• Order supplies and promotional items for GME events and manage general office needs
• Maintain GME listservs and databases
• Copyedit and format office documents
• Assist the DIO, Director for GME and other GME office staff with other tasks as needed

Education requirement: Bachelor’s degree preferred (Business Administration, Healthcare Management, or related field)

Licenses or certifications: Certified Administrative Professional (CAP) and Certified Meeting Professional (CMP) preferred but not required

Technical/computer skills: Microsoft Office, database management, budgeting software

Prior experience: 3+ years in academic administration, medical education, or executive support

Other skills/requirements: Strong organizational, communication, and project management skills

Physical demands: Travel to affiliated sites.