Administrative Coordinator

Hospital for Special Surgery; Berlin; On-site; EUR 39,000 - 59,000; Full time

Job summary

Hospital for Special Surgery is seeking an Administrative Coordinator to provide comprehensive administrative and operational support for the department, ensuring efficient daily functions and smooth coordination with internal and external stakeholders.

The role requires strong organization, discretion, and communication skills, with responsibility for calendars, documents, reports, and regulatory readiness across clinical and research portfolios.

Qualifications

• Two or more years of administrative, office coordination, or operational support experience preferred.
• Healthcare, academic, or research administration experience is a plus.
• Associate degree or bachelor’s degree in business administration, healthcare administration, or a related field preferred.

Responsibilities

• Coordinate daily departmental administrative operations, ensuring tasks and workflows are completed efficiently.
• Manage calendars, schedule meetings, coordinate appointments, and arrange logistics.
• Prepare agendas, materials, presentations, minutes, and follow-up communications.
• Maintain organized filing systems and department documentation.
• Monitor inquiries and direct requests to the appropriate personnel.
• Support compliance with SOPs and regulatory requirements.

Skills

Strong organizational skills

Excellent written and verbal-communic

Prioritization

Microsoft Office Suite

Interpersonal skills

Discretion with confidential info

Independent work

Education

Associate or Bachelor’s degree in business/healthcare admin

Tools

Microsoft Office Suite

Job description

How you move is why we’re here.

Now more than ever.

Get back to what you need and love to do.

The possibilities are endless...

Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximizethe abundant opportunities for growth and success.

If this describes you then let’s talk!

HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Emp Status

Regular Full time

Work Shift

Day (United States of America)

Compensation Range

The base pay scale for this position is $31.59 - $48.08. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future.

What you will be doing

JOB DESCRIPTION

The Administrative Coordinator provides comprehensive administrative and operational support to ensure the efficient functioning of the department. This position coordinates daily administrative activities, maintains documentation and records, assists with data curation, facilitates communication among internal and external stakeholders, and supports departmental projects, meetings, and initiatives.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment while maintaining confidentiality and professionalism.

KEY RESPONSIBILITIES

Administrative and Operational Support

• Coordinate daily departmental administrative operations, ensuring tasks and workflows are completed efficiently and accurately.
• Manage calendars, schedule meetings, coordinate appointments, and arrange meeting logistics.
• Prepare agendas, meeting materials, presentations, minutes, and follow-up communications.
• Maintain organized electronic and physical filing systems, records, and departmental documentation.
• Monitor incoming communications, respond to routine inquiries, and direct requests to the appropriate personnel.
• Assist with the development, implementation, and maintenance of administrative procedures and standard operating procedures.

Project and Program Coordination

• Support departmental projects, initiatives, and special assignments by tracking timelines, deliverables, and outstanding action items.
• Coordinate communication and information sharing among department leadership, staff, and external stakeholders.
• Maintain project trackers, status reports, and other documentation to support progress monitoring.
• Assist with the preparation of reports, presentations, and summaries for leadership review.
• Identify administrative process improvements to enhance efficiency and consistency.

Communication and Stakeholder Support

• Serve as an administrative point of contact for departmental staff, leadership, institutional partners, and external organizations.
• Draft, proofread, and distribute professional correspondence, announcements, and other communications.
• Facilitate information exchange and ensure requests are routed and addressed in a timely manner.
• Provide logistical support for departmental meetings, events, presentations, and other activities.

Compliance, Documentation, and Regulatory

• Maintain accurate, complete, and up-to-date records in accordance with departmental policies.
• Handle confidential information appropriately and exercise discretion when managing sensitive materials.
• Ensure administrative documentation is organized and available for reporting, auditing, and review.
• Support compliance with applicable institutional policies and administrative requirements.

Research Compliance Monitoring

• Support departmental compliance with applicable federal regulations, institutional policies, IRB requirements, and sponsor-specific obligations.
• Monitor regulatory milestones and documentation requirements across the research portfolio.
• Identify missing, incomplete, expired, or inconsistent documentation and coordinate timely corrective actions with ARJR Management and study teams.
• Assist with tracking protocol deviations, noncompliance reports, corrective and preventive action plans (CAPAs), and other compliance-related issues.
• Escalate significant compliance concerns, overdue submissions, and potential regulatory risks to the appropriate research leadership.
• Support the consistent implementation of departmental standard operating procedures (SOPs) and regulatory workflows.

Audit and Inspection Readiness

• Prepare regulatory documentation for internal audits, institutional reviews, sponsor audits, and regulatory inspections.
• Coordinate the retrieval, organization, and review of essential study documents requested during audits or compliance assessments.
• Assist with identifying documentation gaps and tracking resolution of audit findings.
• Maintain audit preparation checklists, compliance logs, and corrective action documentation.
• Support ongoing quality assurance activities to promote documentation accuracy, research integrity, and regulatory readiness.

Investigator and Research Staff Support

• Provide guidance to investigators and research personnel regarding regulatory submission procedures, documentation requirements, and institutional workflows.
• Assist research teams with onboarding requirements, research personnel changes, training documentation, and delegation records, as applicable.
• Communicate regulatory updates, upcoming deadlines, and outstanding compliance requirements to relevant study personnel.
• Coordinate with the IRB, research administration, institutional compliance, privacy, and other relevant departments to facilitate regulatory processes.
• Support training and education related to regulatory documentation, research compliance, and departmental SOPs.
• Maintain centralized regulatory tracking systems and databases for departmental research studies.
• Monitor submission status, approval timelines, outstanding requirements, protocol expiration dates, and study closure activities.
• Generate routine reports on regulatory status, compliance metrics, overdue documentation, reports, and outstanding action items.
• Identify recurring regulatory bottlenecks and recommend process improvements to strengthen compliance and operational efficiency.
• Support departmental leadership with compliance reporting, portfolio reviews, and research oversight initiatives.

YEARS OF EXPERIENCE

• Two or more years of administrative, office coordination, or operational support experience preferred.
• Experience coordinating projects, maintaining records, and supporting multiple stakeholders is desirable.
• Healthcare, academic, or research administration experience is a plus.

EDUCATION REQUIRED

• Associate degree or bachelor’s degree in business administration, healthcare administration, or a related field preferred.
• Equivalent relevant administrative experience may be considered.

SKILLS REQUIRED

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize competing demands and meet deadlines.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong interpersonal skills and the ability to work collaboratively across teams.
• Demonstrated discretion when handling confidential information.
• Ability to work independently, anticipate needs, and resolve routine administrative issues.

PERFORMANCE EXPECTATIONS

• Timely and accurate completion of administrative responsibilities.
• Effective coordination of meetings, schedules, and departmental activities.
• Accurate maintenance of records, trackers, and documentation.
• Responsive and professional communication with internal and external stakeholders.
• Consistent adherence to departmental policies, procedures, and deadlines.
• Demonstrated initiative in identifying opportunities to improve administrative workflows.

Non-Discrimination Policy

Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.