Summary

We are seeking a highly organized and proactive Administrative Coordinator to support our faculty, fellows, and learners across a range of clinical, educational, and operational activities. This role requires strong communication skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced academic medical setting.

Job Duties

• Manage office inventory and place orders for supplies, lab coats, and business cards.
• Maintain directories, distribution lists, photo rosters, and the division’s internal and public websites.
• Provide onboarding support for medical students, residents, and fellows, including access setup, badging, and training coordination.
• Coordinate the administrative aspects of electives, learner evaluations, and MedHub or Leo system entries.
• Assist with credentialing, licensing tracking, faculty CV formatting, and general office duties (e.g., phones, sanitation).
• Answers department main phone line, screen and route telephone calls, assist in maintaining contact list updates,assist with department mail and maintains division shared email inbox & calendar.
• Works in conjunction with other assistants to ensure efficient administrative functions.
• Responsible for learning BCM & TCH's applications and administrative processes.
• Composes formal and informal correspondence including, but not limited to, creating and formatting presentations.
• Provides administrative support to faculty and trainees schedules, to include maintaining calendars, scheduling meeting, finding meeting locations, attending meetings, creating agendas and taking notes, creating documents and/or presentations and participating in team huddles.
• Oversee all aspects of the fellowship program, including recruitment, onboarding, interview scheduling, and evaluation tracking.
• Collaborate with program leadership and GME offices to support overall program operations and ensure compliance.
• Coordinate training events, including space booking, AV setup, catering, and materials preparation.
• Arrange domestic and international travel using Concur and submit and track reimbursements for travel and other faculty-related expenses.
• Oversee event readiness, supply management, and logistics for in-person sessions.
• Perform other job-related duties as assigned.

Minimum Qualifications

• High School diploma or GED.
• Two years of relevant experience.

Preferred Qualifications

• Proficiency with Microsoft Outlook and Teams, along with other standard office software.
• Exceptional organizational skills with the ability to work independently and manage multiple priorities effectively.