Sr Administrative Coordinator

Temple University; Pennsylvania; Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Paid time off

9 paid holidays

Personal days

Tuition remission for employees and/de

Generous retirement plan

Job summary

Temple University's Lewis Katz School of Medicine is seeking a Senior Administrative Coordinator to serve as the primary administrative partner to the Alzheimer Center Director, providing high level support across the Center's strategic, financial, research, and day to day activities.

This role coordinates executive level administrative functions, manages complex projects and events, oversees operational workflows, and acts as a key liaison among faculty, trainees, staff, University departments,

Qualifications

• Bachelor's degree and a minimum of two years of progressively responsible administrative or executive support experience.
• Advanced proficiency with Microsoft Office and related software for admin, operational, and project activities.
• Ability to manage complex calendars, coordinate projects and events, and prioritize deadlines in a fast-paced environment.
• Strong written and verbal communication, including drafting, editing, proofreading, and managing digital communications.
• Excellent organizational skills and discretion with confidential information.
• Ability to work independently, take initiative, and adapt to changing priorities.
• Strong interpersonal skills to build relationships with diverse stakeholders.
• Experience in academic, research, healthcare, or nonprofit environments preferred.

Responsibilities

• Provide comprehensive administrative support to the Center Director, including calendar management, meeting coordination, travel arrangements, reimbursements, and briefing materials.
• Coordinate activities, travel, accommodations, and itineraries for Center leadership, faculty, visiting scholars, speakers, and guests.
• Serve as liaison between the Center, Neural Sciences Department, Sr. Administrators, and internal/external stakeholders.
• Manage daily administrative operations including facilities, mail, supplies, and communications with University departments.
• Plan and support conferences, seminars, workshops, advisory board meetings, and other events including logistics and speaker arrangements.
• Coordinate special projects, monitor timelines, and ensure objectives are met.
• Manage Center equipment, shared resources, and scheduling systems.
• Collaborate on operational planning, major purchases, and resource management.
• Develop and analyze databases and performance metrics related to productivity, trainee outcomes, and research activities.
• Prepare reports, dashboards, and data analyses for leadership and institutional reporting.
• Maintain Center websites and social media in collaboration with communications teams.
• Prepare and distribute complex correspondence and confidential documents for Center leadership.
• Support preparation of reports for the Dean's Office and other offices.
• Contribute to strategic growth and continuous improvement of the Center.
• Performs other duties as assigned.

Skills

Microsoft Office

Calendar management

Project coordination

Prioritization

Written communication

Verbal communication

Digital communications

Organization

Discretion with confidential info

Independence and initiative

Interpersonal skills

Education

Bachelor's degree; 2+ years admin support experience

Job description

Temple University's Lewis Katz School of Medicine is searching for a Sr. Administrative Coordinator !

Salary Range: A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant's education and experience, all relevant internal equity considerations, department budget, and funding source.

Become a part of the Temple family and you will have access to the following:

• Full medical, dental, vision coverage
• Paid time off
• 9 Federally Observed Paid Holidays
• 3 Personal Days
• Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
• A generous retirement plan and so much more!

Position Summary

The Senior Administrative Coordinator serves as the primary administrative, operational, and project management partner to the Alzheimer Center Director, providing high level support across the Center's strategic, financial, research, and day to day activities. This role coordinates executive level administrative functions, manages complex projects and events, oversees operational workflows, and acts as a key liaison among faculty, trainees, staff, University departments, and external stakeholders.

In this capacity, the Senior Administrative Coordinator plays a critical role in directly supporting the Center Director and advancing the Center's mission. The position ensures effective management of administrative activities, communications, Lab and Center operational support, and strategic initiatives that contribute to the continued growth and success of the Center.

The Alzheimer's Center at Temple (ACT) is dedicated to unlocking the complexities of Alzheimer's disease, brain aging and related neurodegenerative processes, such as traumatic brain injury. Through groundbreaking research, clinical innovation, and education, we work to better understand the disease, improve diagnosis, and develop effective treatments.

Job Details

• This position requires the following background checks: criminal history review

Required Education and Experience

• Bachelor's degree and a minimum of two years of progressively responsible administrative or executive support experience. An equivalent combination of education and experience may be considered.

Required Skills and Abilities

• Advanced proficiency with Microsoft Office and other business productivity software, with experience supporting administrative, operational, and project-related activities.
• Demonstrated ability to manage complex calendars, coordinate projects and events, and effectively prioritize competing deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including drafting, editing, proofreading, and managing digital communications such as websites and social media platforms.
• Exceptional organizational skills, attention to detail, and ability to manage confidential and sensitive information with discretion.
• Proven ability to work independently, exercise sound judgment, take initiative, and adapt to changing priorities.
• Strong interpersonal skills with the ability to build and maintain effective working relationships with diverse internal and external stakeholders.

Preferred Skills and Abilities

• Experience working in an academic, research, healthcare, or nonprofit environment.

Essential Duties

• Provide comprehensive administrative support to the Center Director, including calendar management, meeting coordination, travel arrangements, reimbursements, correspondence, and preparation of reports, presentations, and briefing materials.
• Coordinate professional activities, travel, accommodations, and itineraries for Center leadership, faculty, visiting scholars, speakers, and guests.
• Serve as a primary liaison between the Center, the Department of Neural Sciences, the Sr. Administrators, and internal/external stakeholders, ensuring effective communication and timely follow-up on Center initiatives and activities.
• Manage daily administrative operations, including facility requests, mail services, office and laboratory supply procurement, phone inquiries, and coordination with University departments.
• Plan, coordinate, and support conferences, seminars, workshops, advisory board meetings, special events, and other Center-sponsored activities, including logistics, catering, audiovisual support, speaker arrangements, and communications.
• Coordinate special projects and strategic initiatives, monitor timelines and deliverables, and ensure successful completion of assigned objectives.
• Manage Center equipment, shared resources, instrument scheduling systems, workflows, and operational functionality.
• Collaborate with Center leadership regarding operational planning, major purchases, software acquisitions, and resource management.
• Develop, maintain, and analyze databases and performance metrics related to Center productivity, trainee outcomes, research activities, and other key performance indicators.
• Collect, organize, and track Center outputs, including publications, presentations, patents, grants, seminars, and other scholarly and programmatic accomplishments.
• Prepare routine and ad hoc reports, dashboards, and data analyses to support leadership decision-making and institutional reporting requirements.
• Manage and update Center websites, digital content, social media platforms, listservs, and other communication channels in collaboration with communications teams.
• Prepare, edit, and distribute complex correspondence, reports, presentations, and confidential documents on behalf of Center leadership.
• Prepare research and academic administrative documents and maintain departmental records, databases, and tracking systems.
• Support the preparation and submission of reports and materials for the Dean's Office and other institutional offices.
• Contribute to the strategic growth, operational effectiveness, and continuous improvement of the Center.
• 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-report

You may request a copy of the report by calling Temple University's Campus Safety Services at 215-204-7900.