Meharry
Administrative Coordinator
Coordinates and manages office activities and workflow processes to ensure smooth efficient operations within the department. Performs administrative support duties and makes work-related decisions in accordance with existing policies and procedures. Specific Duties: Coordinates and manages office activities. Maintains faculty calendars. Maintains files and records. Schedules classroom arrangements. Takes minutes for meetings. Routes documents to Dex Imaging Copy Center. Receives/routes incoming mail and prepares outgoing mail. Composes and prepares various correspondences. Assists with Board of Trustees reports and other documents. Assists with faculty leave requests. Assists with faculty evaluations. Makes faculty travel arrangements and prepares expense reports. Assists with the budget process and managing the departmental budget. Submits the AMEX summaries monthly to Business Office for review, and the full AMEX reconciliation packet (RFD and receipts) to the Travel Department. Works with new faculty to submit Appointments, Promotions, and Tenure documents in Interfolio. Maintains supply and equipment inventories. Prepares Purchase Requisitions for orders. Prepares Requests for Funds Reimbursement (RFD). Submits work orders to Campus Operations. Submits work orders to IT HelpDesk. Submits final semester grades in Banner. Submits mid-semester grades to Academic Affairs. Submits Change of Grades Forms to Academic Affairs. Posts examinations in quizzes in ExamSoft. Assists with proctoring examinations as needed. Calculates didactic and clinical grades as needed. Posts course and clinical teaching materials on Blackboard. Manages Patient Referral Forms for clinical students. Prepares and submits monthly student clinical progress reports for faculty. Verifies students' clinic requirements for graduation. Acts as liaison between department chairs, faculty, students, patients, and staff. Attends training courses, seminars, conferences, and other classes to increase competence. Medical Consult Forms Adopt A Grandparent Application Process Essential Functions (Duties and Responsibilities): Assist with management of daily operations of the Departments of Oral Diagnostic Sciences and Research by assisting in developing administrative goals and priorities for long-range strategic planning, communicating, implementing, interpreting, revising policies and procedures, and maintaining filing system as appropriate. Serve as the department(s) initial point of contact for phone inquiries, facilities, maintenance, and IT needs/requests Assist in planning and organizing departmental meetings, special events and activities. Prepares and composes special project reports, correspondence of a confidential and complex nature, letters, memoranda, and other documents. Responsible for maintaining the Department Chair's calendars Initiates and follows up on travel requests, checks requests, requisitions, orders, promotional materials, and purchases. Reconciles credit card purchases. Assists Institutional Program Manager with electronic databases which include, but not limited to: New Innovations/MyEvaluation, ERAS, WebADs, GME track and FRIEDA Assists with website review and updates Performs other related duties as assigned. Knowledge, Skills and Abilities: Knowledge of administrative and principles, practices and methods and ability to maintain an organized work environment. Skills in analyzing a variety of data, detail and task oriented; ability to manage and perform a variety of routine and complex assignments. Ability to establish and evaluate effective working relationships with various levels of professional staff personnel. Excellent organizational and interpersonal skills and telephone etiquette. Ability to communicate effectively, both orally and in writing Ability to organize work effectively and efficiently; Skill in using independent judgment for routine situations Ability to independently compose correspondence, often confidential in nature, including letters, memos, presentations, and reports Must be able to handle confidential data Knowledge of CODA policies Strong computer skills to include Microsoft Office and the ability to learn new software programs as needed in support of the role Education and Experience Preferred: Bachelor's Degree preferred, but not required
Three to four years of experience, preference for experience working in higher education, undergraduate medical education or graduate medical education, or hospital administration
Environmental Conditions and Physical Demands: Usual office environment Use of both hands, manual dexterity Visual and auditory acuity Able to sit, stand or walk for extended periods of time
Coordinates and manages office activities and workflow processes to ensure smooth efficient operations within the department. Performs administrative support duties and makes work-related decisions in accordance with existing policies and procedures. Specific Duties: Coordinates and manages office activities. Maintains faculty calendars. Maintains files and records. Schedules classroom arrangements. Takes minutes for meetings. Routes documents to Dex Imaging Copy Center. Receives/routes incoming mail and prepares outgoing mail. Composes and prepares various correspondences. Assists with Board of Trustees reports and other documents. Assists with faculty leave requests. Assists with faculty evaluations. Makes faculty travel arrangements and prepares expense reports. Assists with the budget process and managing the departmental budget. Submits the AMEX summaries monthly to Business Office for review, and the full AMEX reconciliation packet (RFD and receipts) to the Travel Department. Works with new faculty to submit Appointments, Promotions, and Tenure documents in Interfolio. Maintains supply and equipment inventories. Prepares Purchase Requisitions for orders. Prepares Requests for Funds Reimbursement (RFD). Submits work orders to Campus Operations. Submits work orders to IT HelpDesk. Submits final semester grades in Banner. Submits mid-semester grades to Academic Affairs. Submits Change of Grades Forms to Academic Affairs. Posts examinations in quizzes in ExamSoft. Assists with proctoring examinations as needed. Calculates didactic and clinical grades as needed. Posts course and clinical teaching materials on Blackboard. Manages Patient Referral Forms for clinical students. Prepares and submits monthly student clinical progress reports for faculty. Verifies students' clinic requirements for graduation. Acts as liaison between department chairs, faculty, students, patients, and staff. Attends training courses, seminars, conferences, and other classes to increase competence. Medical Consult Forms Adopt A Grandparent Application Process Essential Functions (Duties and Responsibilities): Assist with management of daily operations of the Departments of Oral Diagnostic Sciences and Research by assisting in developing administrative goals and priorities for long-range strategic planning, communicating, implementing, interpreting, revising policies and procedures, and maintaining filing system as appropriate. Serve as the department(s) initial point of contact for phone inquiries, facilities, maintenance, and IT needs/requests Assist in planning and organizing departmental meetings, special events and activities. Prepares and composes special project reports, correspondence of a confidential and complex nature, letters, memoranda, and other documents. Responsible for maintaining the Department Chair's calendars Initiates and follows up on travel requests, checks requests, requisitions, orders, promotional materials, and purchases. Reconciles credit card purchases. Assists Institutional Program Manager with electronic databases which include, but not limited to: New Innovations/MyEvaluation, ERAS, WebADs, GME track and FRIEDA Assists with website review and updates Performs other related duties as assigned. Knowledge, Skills and Abilities: Knowledge of administrative and principles, practices and methods and ability to maintain an organized work environment. Skills in analyzing a variety of data, detail and task oriented; ability to manage and perform a variety of routine and complex assignments. Ability to establish and evaluate effective working relationships with various levels of professional staff personnel. Excellent organizational and interpersonal skills and telephone etiquette. Ability to communicate effectively, both orally and in writing Ability to organize work effectively and efficiently; Skill in using independent judgment for routine situations Ability to independently compose correspondence, often confidential in nature, including letters, memos, presentations, and reports Must be able to handle confidential data Knowledge of CODA policies Strong computer skills to include Microsoft Office and the ability to learn new software programs as needed in support of the role Education and Experience Preferred: Bachelor's Degree preferred, but not required
Three to four years of experience, preference for experience working in higher education, undergraduate medical education or graduate medical education, or hospital administration
Environmental Conditions and Physical Demands: Usual office environment Use of both hands, manual dexterity Visual and auditory acuity Able to sit, stand or walk for extended periods of time