The Administrative Coordinator is responsible for providing operational and executive-level administrative support for the division of Academic Affairs. The position interacts with a variety of internal and external stakeholders, and requires the ability to manage multiple projects and deadlines effectively while remaining flexible, independent, resourceful, and efficient. Expert written and verbal communication, facility with computer technology, project coordination skills, and strong interpersonal skills are essential. This is a full-time non-exempt position that reports to the Director, Academic Affairs Operations.
- Manage meeting and project correspondence including preparation and distribution of electronic and print agenda books, notifications, power point presentations, letters, follow-up, and other materials; post and maintain materials on related web sites, as required.
- Manage meeting and project logistics including scheduling regular and ad hoc in-person and virtual meetings, and distributing and processing travel reimbursements.
- Proactively manage timelines and completion of tasks related to projects and departmental processes by alerting team to pending deadlines and/or contingencies.
- Collaborate with various internal departments including meeting services, governance, and IT to support task force, project, and ABMS goals.
- Update and maintain IT related tools as well as web sites, collaborating platforms, and contact databases to support Academic Affairs initiatives.
- Work with external partners and/or outside vendors, when appropriate.
- Support the Director in achieving goals and desired outcomes for the division and perform all other duties as assigned.
- Provide executive-level administrative support to the Senior Vice President (SVP) Academic Affairs: coordinates complex calendar; maintains contact database; researches, composes and edits correspondence; reconciles expenses; prioritizes conflicting needs; and arranges multifaceted domestic and international travel.
- Works closely and effectively with the Director, Academic Affairs Operations to stay well-informed of upcoming commitments and responsibilities; aids in meeting deadlines and resolving pressing issues; facilitates the flow of work; and provides appropriate follow-up.
- Limited travel and occasional weekend or after-hours work may be required.
Skills and Attributes:
- Proactive, organized, and detail-oriented professional with ability to work independently and as a team while committed to customer service, quality, and excellence.
- Ability to prioritize workload, manage multiple projects, and meet deadlines with minimal supervision.
- Ability to communicate effectively with internal and external constituents.
- Strong writing skills with an ability to prepare clear, concise reports, letters, and documentation as well as proofread others’ writing.
- Strong interpersonal skills with a high degree of integrity and sensitivity to confidentiality.
- Ability to learn new applications and technology quickly and effectively.
- Interest in health care or medical organizations.
Education, Training, and Experience:
- Bachelor’s degree is required.
- Strong computer skills utilizing Microsoft Office Suite required; advanced level of proficiency using Excel and Adobe Professional is preferred.
- Minimum of 5 years administrative experience; executive-level administrative experience preferred.
- Experience in providing administrative support in colleges and universities, hospital and health systems, medical schools, and/or associations required.
This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities. Duties, responsibilities and activities may change or be added at any time with or without notice.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status or genetic information.
How to Apply
You may send your resume and cover letter to firstname.lastname@example.org. Please include the job title in the subject of your email.
You may also submit your resume and cover letter by postal mail to:
American Board of Medical Specialties
Attn: Human Resources
353 North Clark Street
Chicago, IL 60654