Job Description

The Chair’s Office Administrative Coordinator provides comprehensive administrative and operational support to the Department Chair, Division Vice Chairs, and departmental leadership. The position coordinates executive scheduling, committee and leadership meetings, faculty affairs activities, employee lifecycle reporting, departmental events, and special projects. Working collaboratively with department leaders and the Human Resources Manager, this position manages multiple priorities, maintains confidential records, supports consistent administrative processes, and helps ensure timely follow-up on faculty and departmental initiatives.

Division Vice Chair and Committee Support — Essential

• Provides administrative support to the Division Vice Chairs and their respective committees, programs, and special initiatives.
• Coordinates committee and leadership meetings, including scheduling, invitations, agendas, meeting materials, attendance, and follow-up activities.
• Supports initiatives related to faculty advancement, appointments and promotions, health equity, and other Vice Chair portfolios.
• Tracks action items, deadlines, and deliverables and communicates with faculty, staff, and departmental stakeholders to support timely completion.
• Provides administrative and project coordination for special initiatives assigned by the Division Vice Chairs.

Faculty Affairs and Human Resources Administrative Support

• Provides administrative coordination for faculty affairs and Vice Chair-related meetings, including faculty engagement, onboarding, advancement, evaluation, mentoring, and scholarly activity initiatives.
• Coordinates faculty engagement activities, including new-faculty onboarding and welcome events.
• Supports internal advancement committees and faculty mentoring programs, including meeting coordination, communications, surveys, and follow-up.
• Coordinates faculty evaluation and scholarly activity processes by maintaining schedules, gathering materials, tracking completion, and supporting related meetings.
• Prepares and maintains reports related to appointment end dates, separations, and other employee or faculty lifecycle milestones.
• Partners with the Human Resources Manager to improve tracking systems, automate routine reminders where feasible, and ensure timely follow-up with department leaders.
• Maintains organized, accurate, and confidential faculty and personnel-related files in accordance with departmental and institutional requirements.

Department Chair and Executive Administrative Support

• Provides administrative and scheduling support for the Department Chair and other senior department leaders.
• Coordinates recurring check-ins between the Chair and newly appointed faculty during their first two years, as well as meetings with service chiefs, Division Vice Chairs, and other department leaders.
• Manages complex calendaring and meeting logistics, including invitations, room or virtual meeting arrangements, preparation of materials, and restaurant or event reservations.
• Provides scheduling support to the Chief Administrative Officer as needed and helps coordinate meetings involving multiple senior leaders and stakeholders.
• Plans and coordinates department-wide events and recognition activities, including holiday celebrations, retirement events, chief and faculty gatherings, and other special occasions.
• Coordinates gifts and acknowledgments related to retirements, significant life events, donor stewardship, and departmental recognition, working with the department’s merchandise or promotional-items coordinator when appropriate.
• Carries out special projects for the Chair and department leadership, independently tracking timelines, logistics, communications, and follow-up through completion.
• Bachelor's degree in a related field or equivalent experience in administrative support.
• Minimum of 3 years of experience in a similar administrative role, preferably in an academic or healthcare setting.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong communication and interpersonal skills, with the ability to build positive relationships with faculty and staff.
• Proficiency in Microsoft Office Suite and experience with HRIS systems is preferred.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and a willingness to take on new challenges.
• Attention to detail and a commitment to accuracy in record-keeping and reporting.
• Strong problem-solving skills and the ability to work independently and as part of a team.
• A positive and professional attitude, with a customer-service oriented mindset.