Administrative Coordinator

Job Description

This is an on-site position

Job Description:

Using the Workday Financials and Supply Chain Management software, this position maintains lab supply inventory and orders office supplies according to established guidelines. Receives and reconciles supply orders and invoices, identifying and resolving delays, billing errors or discrepancies. (essential)

Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. (essential)

Schedules appointments and meetings for center staff, as needed. Organizes conference calls and meetings, sometimes with large numbers of participants. Reserves meeting locations and equipment. Prepares meeting agenda and other materials. Prepares travel arrangements as needed. (essential)

Organizes and schedules conferences, seminars or other department sponsored programs or events. Coordinates all necessary arrangements: location, registration forms and fees, agenda, refreshments, materials and equipment. (essential)

Communicates regularly with vendors, medical center staff, and researchers. Interacts with others to provide, gather and disseminate information, maintaining confidentiality as appropriate. Independently researches and follows through on a wide variety of requests. (essential)

Performs routine maintenance and/or set-up of office equipment and requests equipment repair services as needed.

Prepares, routes, and tracks administrative forms and documents. Routes materials for required authorizations and monitors receipt by final destination. Communicates with other hospital departments to resolve delays and errors. (essential)

Performs routine clerical duties, such as opening and sorting mail, photocopying materials and sorting, collating and distributing documents. (essential)

Required Qualifications:

High School diploma or GED required. Associate's degree preferred

3-5 years related work experience required

Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Competencies:

Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.

Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.

Independence of Action: Ability to set goals and determines how to accomplish defined results with some guidelines. Manager/Director provides broad guidance and overall direction.

Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.

Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.

Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.Company Description

The Center for Virology and Vaccine Research (CVVR) at Beth Israel Deaconess Medical Center aims to promote research and education activities related to virology, vaccinology, and related disciplines, including basic, translational, and clinical vaccine research. The Center consists of primary and affiliate faculty and focuses on the development of vaccines against infectious, oncologic, degenerative, and other diseases. For more information, please visit: