Summary

The Senior Coordinator, Business Operations assists the Chief/Division Head in facilitating the research, teaching, and clinical mission of the Division by assisting other administrative staff and filling in with tasks when they need technical assistance. This position is also the personal administrative assistant for the Division Chief.

Job Duties

• Faculty Administrative Support: Provides comprehensive support to the Chief of the Division and other Adolescent Medicine faculty, assisting with academic and operational responsibilities.
• Academic & Research Coordination: Assists with manuscript submissions, grant applications, abstracts, CV management, and citation tracking. 
• Credentialing & Compliance Management:  Manages faculty reappointments and renewals. Maintains faculty licensure, liability insurance, and professional membership records. 
• Calendar & Scheduling Oversight: Manages complex calendars including the Chief, coordinates meetings, and maintains call schedules using systems like Qgenda.  Schedule interviews on behalf of the hiring managers and supported faculty. 
• Meeting & Documentation Management: Organizes monthly faculty meetings, including agenda preparation, minutes, announcements and supports faculty meetings and departmental communications.
• Event Planning & Execution: Coordinates a wide range of program events, including conferences, meetings, guest lectures, and social gatherings throughout the year.
• Access & Onboarding Coordination: Facilitates system access (BCM, TCH) and supports onboarding for adjunct faculty, trainees, and new staff. 
• Travel & Event Coordination: Organizes travel logistics, conferences, retreats, and departmental events for faculty as well as guest speakers for annual conference, ensuring smooth execution.  
• Financial Administration: Processes financial transactions including reimbursements, purchase orders, and travel expenses via SAP/Concur.
• Program & Schedule Management: Maintains specialized schedules (e.g., Covenant House) and ensures proper tracking of associated documentation and invoices.
• Cross-Functional & Backup Support: Collaborates with the Senior Business Operations Associate on projects and provides backup support for division operations. 

Minimum Qualifications

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