Description

Sr Administrative Coordinator, Division of Hematology, Oncology, & Palliative Care, Dept of Internal Medicine, VCU School of Medicine

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU's sponsored research, the School of Medicine is internationally recognized for patient care and education.

The Sr Administrative Coordinator serves as assistant to the Chair, and provides administrative support to the Associate Administrator, faculty members, and staff for meeting the educational, clinical, and research goals, compliance requirements, and programmatic needs of the Division of Hematology, Oncology, and Palliative Care. The position provides high-level administrative and operational support and plays a critical role in ensuring the smooth functioning of divisional leadership activities by managing complex scheduling and communications, coordinating academic and clinical operations, and supporting strategic initiatives. The Sr Administrative Coordinator serves as a key liaison between the Division Chair and internal/external stakeholders, including faculty, staff, institutional leadership, and external collaborators.

Core Responsibilities

Communications (25%): Manager of communications for verbal and written communication (potentially sensitive and/or confidential) through the Division's office via email, phone, and other sources of information. Verbal communication should be clear and grammatically correct. Written and electronic communication should be clear with attention to grammar and spelling. Provides customer service for all matters related to the Division. Develops tools for managing customer service and responding to customer's requests and feedback.

Fiscal Administration (15%): Maintains accounting records according to university guidelines. Develops and maintains accounting systems for projects' expenses as needed. Ensures Chair's monthly review and approval of budget and expenditures for sponsored projects and institutional funds. Identifies, investigates, and corrects any inappropriate expenditures. Assists the chair with monitoring project expenses to prevent account deficits. Prepares purchase orders and completes receiving reports using the VCU Real Source system in accordance with University's purchasing policies. Utilizes Workday to pay vendors for goods and services provided. Assists the Chair and Division faculty with preparing travel authorizations, travel reimbursements, and complying with state and MCVP guidelines.

Program Administration (25%): Assists the Chair with the development and coordination of necessary committees and communication within those committees. Assists the chair with the development of the division's monthly newsletter(s) and helps to manage various listserv accounts for the division. Coordinates the monthly division-wide meetings. Maintains documentation of all leave taken by the division providers and manages QGenda, as well as serves as assistant timekeeper for the division. Maintains an inventory of office supplies and orders office supplies as needed/requested. Places service calls for office equipment and facilities. Assists in coordinating the replacement of office equipment. Assists with ordering of lab coats, business cards, appointment cards, etc., for the division.

Service Administration (15%): Assists the Division Chair with editorial assignments for scientific journals to ensure review duties are completed as required by the journal. Communicates with outside sources to arrange communications between the Division Chair and outside organizations. Tracks all of the Division Chair's work done with outside organizations. Assists the Chair with the development of the division's monthly dashboard and other data collection. Places service calls for office equipment and facilities, and assists with coordinating the replacement or upgrades of office equipment. Assists in coordinating physical plant improvement and maintenance.

Sponsored and Research Programs Administration (10%): Serves as a contact person and facilitator for all outside professional activity applications for the Chair and other faculty members. Assists with obtaining internal approvals for both grant applications and outside professional activity applications. Coordinates the submission and status of applications and reports to the IRB, IIACUC, Technology Transfer, FDA, and NCI. Maintains records related to regulatory matters involving all aforementioned entities. Performs literature searches for relevant scientific research articles and referencing information, and compiles this literature into reference lists for manuscripts. Formats, edits, copies, and submits manuscripts and reviews for the Chair and other faculty members according to journal and Division Chair specifications. Obtains signatures from the Division Chair and submits on his behalf.

Reception, Mail Distribution, Correspondence Routing, and Other Duties as needed (10%): Splits duties with other administrative staff in: 1) retrieving, sorting, and distributing mail for faculty, fellows and support staff daily for the division, 2) greeting and directing all visitors, 3) answering incoming calls and directing callers to the appropriate faculty, fellows or other staff members, 4) taking messages for faculty, fellows and staff, and 5) copying, scanning, and faxing documents as needed by faculty.