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POSITION SUMMARY: 

Under the direction of the Associate Vice Chancellor/Director or designee, the Administrative Coordinator performs complex and varied duties associated with the coordination of departmental administrative functions.

This is an open-rank posting (there are 2 levels of Admin Coordinator) - candidates will be hired into the level commensurate with their experience.

ESSENTIAL FUNCTIONS:

Administrative Coordinator II:

• Participate in the planning and organization of all office functions; including budgeting, policies, procedures, and procurement
• Compile budget information, support department accounting, and assist with all fiscal projects
• Monitor the disbursement of funds to determine appropriateness of expenditures and compliance within budget
• Coordinate travel
• Perform complex and varied executive/administrative functions which require a high degree of independent action
• Design and produce graphics using a variety of software applications
• Train staff in both basic and enhanced use of software applications
• Oversee, train, and monitor clerical staff
• Maintain confidentiality and safeguard department records regarding employee job descriptions, performance appraisals, and other sensitive information
• Set priorities and procedures for accomplishing tasks, assign and coordinate support staff activities, and manage the work flow of the department
• Respond to emergencies, independently prioritize activities in the absence of the department heads, and effectively coordinate other resources when necessary
• Act as a liaison and respond to the requests of constituent groups, senior leadership, and employees within the organization
• Performs other duties as required.

Administrative Coordinator III:

Duties noted above plus:

• Participate in the evaluation and implementation of procedures, programs, and ensure that proper procedures are followed
• Evaluate methods, procedures or develop alternative techniques for processing work or improving operating the efficiency/effectiveness of Department
• Develop and/or modify and maintain the Human Resource database for the Department, including oversight of all PA and payroll processing and maintaining personnel files. Advise departmental personnel on Human Resource policy and procedures
• Maintain an ongoing administrative relationship with appropriate departments UMMS
• Responsible for issuing correspondence pertaining to departmental issues
• Prepare position descriptions, requisitions, and advertisements for all positions in the department. Interview and select office support staff in conjunction with faculty
• Administer the preparation and submission of grant proposals
• Maintain liaison with granting agencies and investigate potential grant projects and sources of grant funds
• Project, develop and prepare budgets. Supervise dispersion of funds and income generated
• Work closely with sponsor study monitors in preparing budget and providing all required documentation by government regulatory agencies
• Develop and prepare monthly management reports as assigned
• Coordinate special projects as assigned

REQUIRED QUALIFICATIONS:

Admin Coord II:

• Bachelor of Science degree in a related field, or equivalent experience
• 1-3 years of experience in executive/administrative coordination, or related experience
• Excellent word processing and spreadsheet skills
• Strong grammar, spelling, and oral and written communication skills required
• Demonstrated the ability to organize and manage a complex office environment with minimal supervision
• Demonstrated initiative and independent judgment in organizing and completing projects.

Admin Coord III:

• Requirements noted for Admin Coord II plus:
• Bachelors degree in Business Administration, Management, Accounting, a related field, or equivalent experience
• 2 years of budgeting, accounting, administrative, or related experience
• Demonstrated supervisory ability and the skills to communicate with individuals and groups both orally and in writing
• Proficiency in using Microsoft Office applications and databases