Administrative Coordinator

Grade: T25
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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.

The Administrative Coordinator provides primary administrative support to the Director/Chair, faculty & Senior Administrator within the Department of Cardiovascular Research, the Center for Aging + Cardiovascular Discovery Center. Responsible for calendar maintenance, various travel arrangements, meeting & seminar scheduling and arrangements, shipping coordination, expense maintenance for phone & data lines, lab coats, and other misc. shared center costs. Processes PO change orders and removing applicable encumbrances. Processes office supply orders, service requests and maintains overall professional appearance of the admin suite. Completes special projects to assist Senior Administrator with overall operations of the department and centers. Serves as a support backup for other centers within DCVS as needed.

Responsibilities include:

• Assists Administrator with day-to-day operations.
• Coordinates travel arrangements and all professional activities for the Chair/Center Director and faculty.
• Responds to phone calls, routine inquires, and daily department operational needs, including facilities requests.
• Assists in the setup of new faculty, personnel, and labs joining the centers
• Organizes events and activities within the center
• Prepares and tracks purchase orders, vendor and contractor payments in TU MarketPlace, and resolving payment issues, with Accounts Payable, as required. Searches & resolved open encumbrances in coordination with lab managers. Assist with eSirius account set up and management.
• Distributes mail and sends out mail correspondence in a timely manner.
• Assist Executive Assistant in preparing documentation required for seminars, faculty reimbursements, or Concur expenses issues while respecting the confidential nature of such materials.
• Schedules conference rooms, including A/V and catering needs. Arranges all seminars via zoom or in person & processes payments associated with speaker reimbursements.
• Maintains departmental databases and listservs.

Performs other duties as assigned.

Required Education & Experience:
Bachelor's Degree and at least one year of related administrative support experience. An equivalent combination of education and experience may be considered.

Required Skills & Abilities:

• Demonstrated computer skills, and proficiency with MS Office Suite software programs. Experience with Zoom and online communication and meeting creations. Exceptional verbal and written communication skills
• Exceptional customer service and interpersonal skills, along with the ability to interact effectively with a diverse constituent population
• Demonstrated organizational and prioritization skills, along with the ability to work in a dynamic environment and to perform multiple tasks simultaneously
• Strong analytical and problem solving skills
• Ability to work independently and in a team environment
• Ability to work from home as required.

This position requires a background check.

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.

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