Administrative Coordinator

Howard University

About The Position

As an integral part of the Department of Dermatology, the Administrative Coordinator provides a range of administrative support to the Department Chair and multiple faculty in the Department of Dermatology at Howard University. Responsibilities include assisting with daily administrative operations, coordinating and scheduling complex appointments and meetings, coordinating travel and preparing associated materials, preparing correspondence, compiling data, coordinating special projects and events, and records maintenance. This position will be responsible for monitoring departmental academic and research budgets and business affairs, personnel matters and interpreting policy and procedures. The position will perform duties of a sensitive and confidential nature. Incumbents typically work at a high degree of independence with general direction and supervision received from the Department Chair.

Requirements

Advanced knowledge of office and administrative practices and principles.
Ability to operate a fax, copier, scanner, telephone, computer.
Skill in typing and the operation of computers, related software applications (e.g. Microsoft Suite, Zoom etc.).
Knowledge and skill in managing websites and professional social media content.
Ability to problem solve and make decisions.
Ability to adapt to changes in office technology and software to ensure efficient office practices.
Ability to exercise discretion and ensure a high-level of confidentiality.
Excellent verbal and written communication skills (a writing sample may be requested after the interview).
Strong organizational skills, flexibility, motivation, ability to multitask.
The ability to work independently, establish and maintain effective harmonious work relations with faculty, staff, students and the general public.
High School diploma or equivalent and at least 5 years of related work experience.
BA/BS may be substituted for up to 2 years related work experience.

Responsibilities

Compose and prepare correspondence as well as assist in writing and preparation of manuscripts, grants, questionnaires, journal reviews, presentations, reports, letters, and memos for the Chair’s review and signature.
Read email and coordinate office communications ensuring timeliness and accuracy.
Screen and provide telephone coverage for the Chair, Faculty, and administrative offices.
Represent the Chair in meetings, take dictation, minutes, notes and prepare final copy for review and arrange department meetings.
Create graphic brochures, posters, signs, labels for conferences, newsletters, invitations and presentation slides for the department.
Assist the Chair with activities relating to the University/College of Medicine, the Faculty Practice Plan (FPP), and the Hospital (HUH) (see below).
Assist the Chair in the preparation of all faculty appointment, promotion and tenure applications and performance evaluations (e.g. OPPE).
Assist with departmental development/philanthropic projects and continuing medical education (CME) conferences.
Assist and submit Attending Physicians OPPE and FPPE.
Coordinate Attending Physicians and staff work requests for facility maintenance or housekeeping.
Coordinate CME activities and other events.
Coordinate Department Events, on and off-campus.
Prepare annual and operational reports for the Chair’s approval.
Prepare and compile department appointment/re-appointment/promotion/tenure documents.
Honors & Oath (medical school graduation) ceremony: order regalia, order plaque and submit check request for dermatology prize recipient.
Assist faculty with grant applications.
Prepare and submit expense vouchers, arrange travel schedules.
Submit Attending Physicians leave slips.
Submit Attending Physician Clinic schedule changes.
Prepare and assist with the development of department budget and proposals.
Prepare and submit external and internal letters, memos and/or forms for Attending Physicians.
Facilitate Attending Physicians and staff computer, printer issues.
Maintain Attending Physicians on-call schedule.
Order Dermatology office supplies / furniture.
Manage vendor relationships and contracts for hardware, software, equipment and services.
Coordination of purchase and maintenance of departmental equipment and licensing agreements.
Manage overall department appearance: painting, seasonal decorations.
Coordinate departmental fundraiser(s) and annual alumni donation campaign.
Maintain accurate alumni contact list.
Coordinate physician attendance at community health fairs.
Create and disseminate quarterly departmental alumni newsletter.
Maintain and distribute Attending Physicians license and malpractice insurance status.
Facilitate hiring and on boarding of new faculty.
Schedule meetings for Chair and faculty.
Support and represents the Chair at meetings in her absence.
Assist with maintenance of departmental PR initiatives and social media platforms.