Administrative Coordinator III - Psychiatry

About this role

Location ST. LOUIS, MO 63108

 Scheduled Hours 40

Position Summary The Neurogenomics and Informatics center is a multidisciplinary team working at the forefront of personalized medicine. The goal of the center is to understand the biology of neurodegeneration by using high-dimensional omic data and functional genomic approaches. We are looking for an experienced Administrative Coordinator to work directly with the center director.

The Administrative Coordinator assists the Center Director in administration of financial and operating procedures and programs, and coordinates and manages human resources, purchasing, and financial management for the department or division. This position will perform administrative duties of a complex and confidential nature in support of the director and senior management, and may supervise assigned nonexempt staff.

Job Description

Primary Duties & Responsibilities:

• Provides high-level administrative support for the principal investigator using considerable judgment, tact, creativity and initiative. • Works closely to ensure that project deadlines are met, time and meetings are used efficiently, responses are well-coordinated, and travel is meticulously planned. • Ensures most efficient use of Director’s time by anticipating and preparing daily schedule. • Schedules, prioritizes and maintains appointment calendar. Assists with emails and preparing tasks. • Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order. • Provides program/project support for research, administrative and/or academic activities. • Coordinates and provides oversight for complex projects. • Works with advanced Microsoft Outlook, OneNote, OneDrive, Box, Zoom, Word, Adobe PDF, Docusign, etc. capabilities. Knowledge of various organizational and productivity methods in common practice (Notion, Trello, Planner) is preferred. • Initiates, writes, creates and edits/reviews various communications such as newsletters, event schedules, marketing materials, departmental information, program literature and mailings; uses desktop publishing software to lay out document; coordinates the printing, publishing and distribution process. • Sorts the Director's incoming mail, prioritizing and responding where appropriate. • Composes and/or edits a variety of materials for the Director including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments. • Anticipates and prepares materials needed by the Director for meetings and ensures that materials are filed as appropriate. • Assists in the preparation of grant proposals and applications to include compilation of data and preparation of budget expenditures; monitor and verify expenditures; ensure compliance with University and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agency. • Conducts research, drafts written material, and produces presentation slides and charts for the Director. • Facilitates all visiting faculty and trainee visits. Tracks all expenses and reconcile budget at the end of the fiscal year. • Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support, receptions, and post-lecture dinners. • Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures. • Acts as liaison between the Director and school, university, and community constituents. Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Director informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Director if information is known and prioritizes call backs. • Assists and advises the center director and staff members of budgetary and related problems; prepares initial budgetary recommendations for approval by the director by considering past requirements and expenditures and present program plans. • Plans and conducts meetings with subordinates to ensure compliance with established procedures, to implement new policies and to keep employees abreast of changes and current standards. • Maintains liaison with all levels of administration to coordinate department business, accomplish directives and facilitate the resolution of problems. • Prepares financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions. • Coordinates various personnel functions including, but not limited to, hiring, disciplinary actions, and vacation schedules. • May supervise and coordinate the work of designated employees, reviewing completed work for adherence to instructions or correctness. • Performs administrative duties of a complex and confidential nature in support of senior management. • Organizes center events/conferences, townhalls, etc. • Performs other duties as assigned.

Working Conditions: Job Location/Working Conditions • Normal office environment

Physical Effort • Typically sitting at a desk or table

Equipment • Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education: High school diploma or equivalent high school certification or combination of education and/or experience. Certifications /Professional Licenses : No specific certification/professional license is required for this position.

Work Experience: Administration And Office Support (5 Years) Skills: Not Applicable Driver's License: A driver's license is not required for this position.

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