Administrative Coordinator

JOB PURPOSE:
The Administrative Coordinator for the Center for Innovation (CFI) provides comprehensive
administrative, operational, and logistical support to ensure the efficient execution of the
Center’s programs and initiatives. The incumbent plays a central role in scheduling, planning,
and coordinating meetings, events, and special projects, while supporting day-to-day
operations, budget activities, and stakeholder communications.

This position requires strong organizational skills, a proactive approach to problem-solving, and
the ability to manage complex schedules and competing priorities in a fast-paced academic
environment. The Administrative Coordinator works closely with the Director, CFI team
members, and internal/external partners to advance the Center’s mission of fostering
interdisciplinary innovation in health and medicine.

SUPERVISORY AUTHORITY:

May supervise student assistants or temporary staff. May serve in a lead capacity, ensuring
completion of administrative tasks and adherence to College and University standards.

NATURE AND SCOPE:
Internal contacts: Administrators, faculty, staff, and students across the College of Medicine and
University.
External contacts: Vendors, consultants, partner institutions, funders, and the general public.

PRINCIPAL ACCOUNTABILITIES:
• Manage daily operations and provide high-level administrative support to multiple
managers, ensuring smooth workflow and coordination across the Center.
• Develop, implement, and maintain office policies, procedures, and administrative
systems to enhance efficiency, compliance, and effectiveness.
• Oversee departmental budgets, financial transactions, and procurement activities,
maintaining accurate records and ensuring fiscal accountability.
• Coordinate complex calendars, travel arrangements, and logistics for meetings,
conferences, and stakeholder events.
• Plan, organize, and execute events, workshops, and stakeholder engagements including
partnership meetings, showcases, and training sessions.
• Serve as the primary point of contact for internal and external communications,
maintaining professionalism and timely responsiveness.
• Draft, edit, and distribute correspondence, reports, presentations, agendas, and meeting
minutes.
• Develop and maintain organized digital and physical filing systems to ensure data
integrity, confidentiality, and accessibility.
• Track and document project timelines, deliverables, and milestones for Center initiatives.

• Assist with onboarding and HR-related documentation for new hires, interns, and visiting
scholars.
• Support research implementation activities, including documentation and coordination of
related administrative processes.
• Monitor and maintain office supply inventory and equipment, and manage vendor
relationships as needed.
• Anticipate operational needs, streamline processes, and contribute to a culture of
excellence, organization, and collaboration.
• Perform other duties as assigned in support of the Center’s goals and mission.

CORE COMPETENCIES:
• Advanced understanding of office management, administrative operations, and event
coordination.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access)
and related productivity or project management tools.
• Strong accounting, budgeting, and financial reporting skills, including procurement and
expense reconciliation.
• Exceptional organizational, planning, and scheduling abilities with keen attention to
detail and follow-through.
• Excellent verbal and written communication skills, including professional
correspondence, editing, and proofreading.
• Demonstrated ability to manage multiple priorities, projects, and deadlines in a fast-
paced environment.
• Strong interpersonal skills with the ability to engage effectively with diverse populations
and foster collaboration across teams.
• Proven problem-solving and decision-making skills with the ability to work independently
and exercise sound judgment.
• High level of professionalism, discretion, and commitment to maintaining confidentiality.

MINIMUM REQUIREMENTS:

Bachelor’s degree in business administration, health administration, communications, or a
related field.
3–6 years of experience providing administrative, scheduling, and event coordination support in
an academic, research, or healthcare setting. Experience managing complex calendars,
meetings, and project logistics. Up to 10 years of relevant experience may substitute for degree
requirements.