Administrative Coordinator - Engagement

Philadelphia College of Osteopathic Medicine; Philadelphia (Philadelphia County); On-site; USD 35,000 - 47,000; Full time

Job summary

Philadelphia College of Osteopathic Medicine is seeking an Administrative Coordinator - Engagement to support the IA - Engagement department. This role provides broad administrative assistance to the department’s senior leadership and staff, handling operations, budgeting support, event coordination, and process improvements.

The position requires a bachelor's degree and at least three years of relevant experience in a fast-paced office environment, with strong organizational and communication

Qualifications

• A minimum of three years experience as an administrative assistant or coordinator in a fast-paced office.
• Familiarity with budgeting process or expense reconciliation.
• Strong collaboration skills.
• Strong organizational and administrative abilities.
• Demonstrated customer service orientation.
• Strong analytical and problem-solving skills.
• Strong communication skills, including verbal, written, and interpersonal.
• Proficiency in word processing, spreadsheets, presentation, and virtual meeting apps on Google Workspace or Microsoft 365.

Responsibilities

• Perform general administrative duties to support departmental operations, including supplies, mail, and information in approved systems.
• Assist with planning, budgeting and reporting for the department.
• Process invoices, purchase requisitions, and PO adjustments; monitor vendor payments.
• Maintain accurate information in systems with confidentiality.
• Support day-to-day administrative activities and staff attendance records.
• Serve as initial department contact for staff and external vendors.
• Coordinate event planning for the department from site selection to setup.
• Assist with quality, service, and process improvement initiatives.
• Perform other duties as assigned.

Skills

Administrative support

Budgeting

Event planning

Communication

Analytical thinking

Problem-solving

Google Workspace

Microsoft 365

Education

Bachelor's degree

Tools

Google Workspace

Microsoft 365

Word processing

Spreadsheets

Presentations

Video conferencing

Job description

Job Title: Administrative Coordinator - Engagement

Department: IA - Engagement (Shavar Simmons)

FLSA: United States of America (Exempt)

Location: Philadelphia Campus

JOB SUMMARY:

The Administrative Coordinator is accountable for performing a variety of broad and varied administrative actions to support effective department operations. Also, the incumbent provides direct administrative support to the department's senior leadership and other team members.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform general administrative duties to support departmental operations, including but not limited to maintaining inventory of required supplies, equipment, service contracts, and processing incoming and outgoing mail; maintain departmental information in approved systems; respond to inquiries made in person, by phone, or through electronic communications, or route to the appropriate person(s) for handling.
• Assist department staff with collecting or compiling information to complete key administration-level functions, including but not limited to planning, budgeting and reporting.
• Analyze and process invoices, purchase requisitions, and purchase order adjustments, monitor vendor payments for timely submission and processing.
• Oversee the accurate and timely entry and maintenance of information in established systems of record; handle records with attention to sensitive detail and confidentiality.
• Assist with day-to-day administrative activities and processes within the department, including attendance and recordkeeping for staff, as applicable.
• Serve as initial departmental contact for PCOM staff and external vendors and contacts, as applicable.
• Coordinate, or assist with coordinating, all facets of event planning for the department, including site selection, supplies, and facility setup and attendance, based on established plans.
• Assist with implementing quality, service, and process improvement initiatives to streamline and enhance day-to-day administrative and operational efforts.
• Perform other duties as assigned or requested.

REQUIRED SKILLS AND EXPERIENCE:

• A minimum of three years experience as an administrative assistant, administrative coordinator, or equivalent, in a fast-paced office with preference given to college or university environment.
• Familiarity with budgeting process or expense reconciliation, preferred.
• Strong collaboration skills.
• Strong organizational and administrative abilities.
• Demonstrated customer service orientation.
• Strong analytical and problem-solving skills.
• Strong communication skills, including verbal, written, and interpersonal.
• Proficiency in word processing, spreadsheets, presentation, and virtual meeting applications on the Google Workspace or Microsoft 365 platforms.

EDUCATION AND CERTIFICATIONS:

• Bachelor's degree required. Equivalent combination of education, training, and experience also considered.

Starting Salary: $41,000

The referenced salary range is based on PCOM good faith belief at the time of posting. Actual compensation may vary based on factors such as geographic location, work experience, market conditions, education/training and skill level. PCOM offers a total rewards package that supports our employees' health, life, career and retirement.

PCOM prohibits discrimination on the basis of age, race, sex, color, gender, gender identity and expression, national origin, ethnicity, ancestry, sexual orientation, religion, creed, disability, genetic information, marital status, pregnancy, military and military veteran status or any other legally protected class status in all its programs, activities, and employment practices.