Administrative Coordinator - Research - Hospital for Special Surgery

Overview:

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Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize

 the abundant opportunities for growth and success.

 

If this describes you then let’s talk!

 

HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise

 

Administrative Coordinator

Research Institute

Full-Time

 

Overview:

 

The HSS Research Institute is dedicated to research on identifying mechanisms underlying bone biology and rheumatic conditions and developing practical approaches for prevention, diagnosis, and treatment. With a focus on tissue repair, improving surgical outcomes, autoimmunity and inflammation, genomics, new treatments, and precision medicine, the impact of our discoveries determine future directions of musculoskeletal research to improve clinical outcomes best while serving the community in an environment that aspires to scientific excellence. The Administrative Coordinator position is a support role with the Research Institute under the purview of the Office of Research Administration, for which the overarching goal is to support the research activities of the HSS Faculty and Clinical Research Scientists, Postdoctoral Trainees, Postbaccalaureate Research Trainees, and Graduate Students. The Research Institute administrative team provides support in maintaining laboratory and office facilities, adheres to and upholds the policies and processes to facilitate research, including regulatory and compliance with both institutional and government guidelines.

 

JOB SUMMARY:

 

Administrative Support:

• Provide comprehensive administrative support to Chief Research Officer and assigned Research Program(s) within the Basic Research Institute while handling his/her schedules, travel, calls, large seminars, and visitors.
• Prioritize day-to-day responsibilities, projects, and special assignments and manage day-to-day administrative tasks, including but not limited to, creating spreadsheets, managing databases, preparing presentations, communicating with vendors, ordering necessary office supplies, reviewing incoming documents, mail-pick up, and acting as a liaison for facilities management.
• Serve as the front desk point of contact for their assigned floor, welcoming visitors and addressing inquiries including training/orientation of new Institute members, visiting scholars and trainees (post-bac, post-doc and grad students).
• Procure and maintain office and kitchenette supplies using the GHX and WorkDay systems and maintain physical and electronic files for appropriate functioning of the assigned research programs.
• Liaison with pre-award and post-award administration when initiating financial transactions to assure grant (federal, foundation, gifts) compliance.
• Provide administrative support to 6^th floor faculty and lab members, and the Director of Basic Science Laboratories (issuing reminders for C-14 renewals, updating seating charts and lab bays).
• Handles a high volume of accounts payables including: processing vendor invoices, check requests for travel and business reimbursements, cash receipt vouchers, reviewing journal entries, purchasing requisitions, payroll/Dimensions (schedules/leave/PTO/sick) and HR E-Req submissions.
• Order and keep stock of kitchenette supplies for Research Institute, maintain a clean conference room/supply storage/kitchen area of 6th floor.
• Keep copiers and fax machine filled (paper/staples/toner) and troubleshoot repairs.
• Manage requests for 6^th floor conference room usage and ensure maintenance of IT systems.
• Regularly attends and participates in meetings with the Research Institute Directors and members of the Administrative Team.
• Acts as back up support by filling in on an as-needed basis for general administrative functions, including but not limited to, calendaring, ordering of supplies, processing payments and invoices, and fielding requests and inquiries from external and internal parties within other research programs and/or floors.

 

Programmatic Responsibilities:

• Assists in planning research themed programs, and academic activities for the Orthopedic Soft Tissue Program (OSTR) including coordination of agenda/travel logistics/honorarium/reimbursement for Lecturers and Speakers (3-4 per year).
• Meeting room set-up/Committee notifications/agenda packet delivery and room take-down for OSTR (10 times/year), and any other special meetings/functions as scheduled.
• Assist with program related data entry and data maintenance, collecting and managing related documentation.
• Provides reception, clerical, administrative, financial, and organizational support to Scientists within assigned research programs including scheduling, coordinating meetings, hosting visitors, and managing general administrative tasks.
• Coordinate program lectures and seminars: Responsible for arranging agenda, travel, logistics, and honorariums/reimbursements for Research Lecturers, and any other special guest seminars as scheduled.
• Meeting room set-up & A/V/Committee notification/agenda packet delivery.
• Assist in coordinating Institute seminars, create webinar meetings for the assigned Scientists and research programs including organizing in-house lectures, assure room set up and catering.
• Assist in planning of academic activities, and perform related duties assigned or requested such as assisting Research Institute Director with event/program logistics, from planning to execution, food and beverage ordering.

 

Qualifications:

EXPERIENCE:

• Minimum Years of Experience: 4
• Customer centric business experience, and lab operations related activities.
• Experience in office management for an academic medical center/department.
• Familiarity with grants financial management and costing policies.

 

SKILLS:

• Excellent verbal and written communication skills.
• Strong customer service orientation, extremely reliable with positive attitude
• Microsoft Office Suite including Outlook calendar management, travel arrangements, meeting coordination, strong organizational skills with attention to detail, and able to multi-task
• Must be adaptable to changing environment, flexible in prioritizing tasks and willing perform outside of job description when required
• Resourceful, proactive and able to act quickly when issues arise
• Great interpersonal skills, capable of working with different personalities, and must be a team-player
• Strong communication skills, able to communicate effectively both orally and in writing
• Demonstrated ability to work efficiently in a fast-paced environment
• Advanced proficiency level with Operating Systems Windows 10 and Mac OS including Excel, Word, PowerPoint, Outlook
• Tech-savvy; must be willing to learn new software (MS Teams, Lawson, Perceptive, WorkDay, Monday.com, GHX Procurement Suite, Kronos/Dimensions, Sharepoint)
• Self-motivated and able to work with minimal supervision

 

EDUCATION:

• Degree: Bachelors
• Program of Study: Business, Management, Administration

 

Other Requirements:#LI-OnsitePay Range - Minimum:USD $35.71/Hr.Pay Range - Maximum:USD $39.56/Hr.