Administrative Coordinator

Temple University; Philadelphia (Philadelphia County); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Temple University’s School of Medicine is seeking an Administrative Coordinator to support daily department operations, manage confidential information, and coordinate travel and onboarding for faculty and staff. The role involves preparing reports, maintaining databases, and ensuring smooth communication with university-wide partners.

A hybrid on-campus/remote work arrangement is involved. The ideal candidate will have a Bachelor's degree with at least 1 year of related experience, strong

Qualifications

• Bachelor's degree and at least 1 year of related experience.
• Proficiency with Word, Excel, Outlook; Teams, Zoom, and Adobe.
• Strong organizational, communication, and confidentiality skills.
• Ability to multitask and prioritize competing demands.

Responsibilities

• Support daily department operations and confidential information handling.
• Coordinate travel arrangements for Chair/Center Director and faculty.
• Process purchase orders and vendor payments in TUMarketPlace.
• Assist with Kronos payroll reports and Cognos reporting.
• Prepare and maintain departmental databases and SOPs.
• Arrange meetings with full A/V and catering support.
• Prepare research and administrative documents and reports.

Skills

MS Office

Teams/Zoom

Adobe

Organization

Communication

Multitasking

Problem solving

Interpersonal skills

Confidentiality

Education

Bachelor's degree

Tools

Kronos

Cognos

Banner

TUMarketPlace

Job description

Temple University's School of Medicine is searching for an Administrative Coordinator!Become a part of the Temple family and you will have access to the following:Full medical, dental, vision coveragePaid time off9 Federally Observed Paid Holidays3 Personal DaysTuition remission - eligible employees and their dependents can obtain a degree TUITION FREEA generous retirement plan and so much more!Position Summary:The Administrative Coordinator plays a essential role in supporting the daily operations of the department by working closely with university-wide partners, managing confidential information, and addressing complex issues for internal and external constituents. This position enhances office efficiency through expert use of software applications, develops and implements departmental procedures, tracks and reconciles budgets, and prepares a range of administrative and research documents.The Administrative Coordinator will arrange travel and professional activities faculty, oversee the hiring and onboarding processes including coordination with International Services, and maintains departmental databases, listservs, and SOPs.Additional responsibilities include managing purchase orders and payments in TUMarketPlace, assisting with payroll and budget reporting through systems such as Kronos, Cognos, and Banner, preparing reports for academic leadership, coordinating meetings and events with full A/V and catering support, and handling daily operational needs such as phones, facilities requests and mail distribution.Job Details:* This position requires the following background checks: criminal history reviewRequired Education and Experience:* Bachelor's degree and at least 1 year of directly related experience. An equivalent combination of education and experience may be considered.Required Skills and Abilities:* Proficiency with Microsoft Office software (Word, Excel, and Outlook), Teams and Zoom, and Adobe.* Strong organizational and time management skills* Excellent written and verbal communication* Ability to multitask and prioritize competing demands* Strong problem solving and critical thinking skills* Strong interpersonal skills and professionalism* Ability to maintain confidentiality and handle sensitive information.Essential Duties:* Regularly works with a wide array of university-wide constituents while ensuring the administrative operation of the department, disseminating information, serving on committees, and handling confidential information.* Handles complex issues for the center, department and/or external constituents.* Maximizes office productivity through proficient use of appropriate software applications.* Responsible for developing procedures, tracking and monitoring expenditures, and reconciling budget.* Assists leadership with day-to-day operations, coordinating travel arrangements and all professional activities for the Chair/Center Director and faculty.* Responds to phone calls, routine inquiries, and daily department operational needs, including facilities requests.* Preparing and tracking purchase orders, vendor and contractor payments in TUMarketPlace. Resolves payment issues with Accounts Payable, as required.* Runs TU ID Reports to ensure all incoming staff and/or students have completed the hiring process (i.e., I-9 received).* Distributing mail and sending out mail correspondence in a timely manner.* Prepares SOP for department processes.* Setting up conference spaces, including A/V and catering needs, and taking and distributing meeting minutes.* Preparing research and administrative documents and tracking processes.* Maintaining departmental databases and listservs; and functioning as liaison for various departments in the University.* Coordinates faculty appointments, post doctoral appointments and staff hiring which would include working with International Services in processing visa's and new hire on-boarding processes.* Assist leadership in the preparation of a variety of reports for submission to the Dean's Office and other academic entities.* Assists with the Kronos payroll system and with running reports in the Cognos and Self-Service Banner systems to reconcile grant and non-grant budget information. May be appointed as a Department or Center’s Kronos timekeeper.* Performs other duties as assigned.This position is assigned a hybrid work arrangement (on-campus and remote), the duration of this hybrid work arrangement is at the discretion of Temple University and the Department.Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status.Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact.Temple University's Annual Security and Fire Safety Report contains statistics, policies, and procedures related to campus safety. Go here to review: https://safety.temple.edu/reports-logs/annual-security-reportYou may request a copy of the report by calling Temple University’s Department of Public Safety at 215-204-7900.