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The Sr Administrative Coordinator is responsible for managing administrative activities in order to support and accomplish goals of department and leadership.
List any requirements unique to this position in this department.
- Serve as the communication liaison and key administrative contact for the department on matters related to meeting scheduling, event management, coordination, logistic management, vendor management, coordination with other teams on matters of financial systems etc.
- Prepare ad hoc and recurring reports, analyze trends and communicate insights, independently.
- Support the planning and coordination of department or organization wide events/ meetings.
- Work with departmental and institutional managers to manage and monitor the department budget.
- Take lead in coordination of small projects/ activities and/or provide significant support to large/ special projects.
- Typically support Executive/ Chair/ VP, managing their calendars, scheduling meetings & travel, CVs and bio sketch management, events & supporting special projects.
- Oversee & manage recruitment process by developing & coordinating itineraries for departmental visitors or new recruits including senior members.
- Contribute to the creation of documents (i.e. presentations/ manuscripts/ grant writing etc.) with higher independence, delegating to others and providing guidance and assistance to others.
- Support the management of compliance issues.
- Mentor junior members of admin team.
- Perform other duties as assigned to meet the goals and objectives of the department and institution.
- Maintains regular and predictable attendance.
Minimum Education and/or Training:
- High school diploma/GED required.
- Bachelor's degree preferred.
Minimum Experience:
- Minimum Requirement: 8+years experience in administration or related area.
- Experience Exception: Bachelor's degree and 2+ years experience in administration or related area.
- Substantial experience planning/ coordinating events including coordination and vendor management.
- Substantial experience managing communication with stakeholders including senior leaders.
- Substantial experience in document management, reporting and analysis.
- Substantial experience working with office technologies including Microsoft Office (Word/ Excel/ Power point etc.).
Licensure, Registration and/or Certification Required by Law:
Licensure, Registration and/or Certification Required by SJCRH Only:
Special Skills, Knowledge and Abilities:
- Ability to understand and adapt to changing priorities. Skills in structured problem-solving and openness to learning new approaches to execution.
- Leverages advanced knowledge/ skills within area to identify and implement new/improved processes/approaches
- Breaks down complex problems into elements, prioritizes and works on them in an organized way. Is willing to challenge existing assumptions where relevant. Consistently generates innovative approaches to address needs and problems.
- Skills in clear and effective communication (written and verbal) and timely exchange of information with relevant stakeholders for work outcomes.
- Uses active listening skills to encourage two-way communication. Is able to present complex technical information to a mixed audience in an effective manner. Proactively connects with cross-functional peers and superiors with purpose, effectiveness, and sensitivity.
- Skills in planning, prioritizing, and organizing work well. Ability to deliver under tight timelines with focus on quality and efficiency.
- Clarifies responsibility and accountabilities for delivery of complex deliverables/processes. Clearly articulates scope, activities, resources, timing, and contingencies while remaining flexible in the face of unforeseen and unfamiliar issues. Focuses on ways to improve quality and efficiency within area.
- Skills in planning, forecasting, tracking, reconciling & budgets and spends. Ability to use related tools and systems to efficient operation.
- Is able to apply knowledge/skills within own area to deliver tasks with limited guidance
- Demonstrates a good understanding of budget planning and tracking tools & processes as well as related internal policies and procedures related to grants, contracts etc. Tracks, reconciles and reports budget for own area, highlighting any deviations and escalating as needed. Communicates with other teams to drive budgeting processes, collecting information and sharing reports.
- Skills in managing communication, especially with senior executives and handling sensitive information. Ability to manage day to day administrative activities and queries and solve problems in a structured manner.
- Oversees day to day management of office administration activities, handling any escalations as needed. Manages communication within and outside the function or department, at all levels including senior leaders, leveraging active listening skills and understanding of sensitive issues. Handles routine and non-routine issues with a strong understanding of policies and process of institution, looking to ways to improve efficiency.
- Skills in sourcing, identifying and managing vendor relationships, contract negotiations and holding vendors accountable. Learning agility and strong grasp of vendor provided systems and technologies.
- Engages with vendor teams based on understanding of vendor management processes and scope. Drives execution of deliverables by vendor teams with an understanding of vendor contracts, and escalates suitably.
Compensation
In recognition of certain U.S. state and municipal pay transparency laws, St. Jude is including a reasonable estimate of the compensation range for this role. This is an estimate offered in good faith and a specific salary offer takes into account factors that are considered in making compensation decisions including but not limited to skill sets, experience and training, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the salary range and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current salary range is $29.00 - $50.50 per hour for the role of Sr Administrative Coordinator.
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St. Jude is an Equal Opportunity Employer
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St. Jude Children's Research Hospital does not accept unsolicited assistance from search firms for employment opportunities. Please do not call or email. All resumes submitted by search firms to any employee or other representative at St. Jude via email, the internet or in any form and/or method without a valid written search agreement in place and approved by HR will result in no fee being paid in the event the candidate is hired by St. Jude.
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