Job Description
Administrative Project Coordinator - Transplant Admin - Full Time 8 Hour Days (Exempt) (Non-Union) at University of Southern California summary:
The Administrative Project Coordinator supports the Transplant Department by managing complex projects, coordinating resources, and providing analytic and administrative assistance to ensure efficient operations. This role involves creating detailed reports, presentations, and visual data interpretations, while managing schedules, budgets, and stakeholder communications. The coordinator also independently handles executive travel arrangements and confidential communications, requiring strong project management, communication, and problem-solving skills.
The Administrative Project Coordinator provides analysis and complex administrative support to the Transplant Department and is responsible for managing and anticipating the needs of this very busy office. This role requires initiative and sound decision-making with the goal of achieving clear communication, efficient office operations, analytic support, and effective assistance to the Department. In addition, this position provides specialized professional support services in the administration of projects, analyses, and assignments. Coordinates a variety of research and/or administrative projects including planning, budgeting, organizing, research and delivery of services. Collaborates with project stakeholders from across various departments to achieve project goals. This role requires attention to detail, problem-solving, self-management, and business knowledge to communicate and work effectively with organizational leadership, client groups, and vendors.
Essential Duties: - Independently creates presentations, analyses, reports, letters, memos, documents, and graphs in an accurate, easy to read format within the agreed upon time frame requested utilizing appropriate programs such as Microsoft Word, Excel, PowerPoint, MS Project, and Visio.
- Develop project plan, manage deadlines and budgets, while identifying project risks, issues, and dependencies.
- Manage the day-to-day operational aspects of the project including scope, schedule, resources.
- Provide clear reporting of project status across all projects including timelines, milestone tracking, budget status, issue identification, and resource management.
- Evaluates effectiveness of project direction, schedules, activities, etc. Recommends and implements project activities and/or modifications of project activities and/or schedules as necessary to ensure achievement of project goals and objectives.
- Build analysis, data visualizations, and multi-functional reporting that provides critical support to the operations and decision-making of the organization.
- Anticipates travel needs of executive and independently coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive's availability and obligations.
- Analyze data, identify trends, patters, and relationships, and extract meaningful insights.
- Provide analysis and recommendations for process improvements.
- Manages executive's complex calendar, providing organized, accurate, proactive scheduling of meetings, which are often fluid and changing.
- Organizes and expedites flow of work through supervisor's office and/or administrative department. Initiates follow-up action. Serves as resource to others on departmental and University procedures or in the resolution of moderate to complex problems or issues. Interacts with University offices and/or supervisor's subordinates to facilitate communications and information exchange.
- Composes and produces a variety of business correspondence, reports, confidential documents and/or forms, and related materials or guides the work of other staff who produce these materials. Reviews and signs, as authorized.
- Maintains relationships throughout the organization and with external contacts to complete project assignments or for information exchange.
- Researches, gathers, organizes and summarizes data for project and/or administrative reports and/or activities. Analyzes data, presents results and makes recommendations on presentations of project and/or administrative reports.
- Responsible for composition, formatting, editing, and appropriately disseminating a wide range of non-routine, complex, and highly confidential communication materials. Prepares all correspondence according to company guidelines for signature by executive (i.e., brand and logo compliance), proof reading materials for consistency, accuracy, grammar and spelling.
- Develop and maintain strong relationships with internal and external stakeholders, including vendors.
- Proven ability to be flexible in a dynamic work environment.
- Ability to work independently and exercise discretion and judgment in job performance.
- Performs other duties as assigned.
Required Qualifications: - Req 3 years Directly related project or administrative experience
- Req Solid communication and interpersonal skills to communicate effectively and diplomatically with all levels of staff verbally and in writing.
- Req Strong project management and organizations skills.
- Req Detail oriented individual with a high level of accuracy.
- Req Working knowledge of Microsoft Office applications such as Word, Excel, and Powerpoint.
- Req Must be able to create visual interpretations of data for presentation purposes.
- Req Must be able to analyze situations, identify problems, and recommend solutions.
- Req Ability to use sound judgment in responding to issues and concerns.
- Req Ability to use discretion and maintain confidentiality.
Preferred Qualifications: Required Licenses/Certifications: - Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
The annual base salary range for this position is $81,120.00 - $133,010.00. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying. We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at , or by email at Inquiries will be treated as confidential to the extent permitted by law. - Notice of Non-discrimination
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Keywords:
administrative support, project coordination, data analysis, transplant department, budget management, stakeholder communication, report writing, schedule management, travel coordination, confidential correspondence
Job Tags
Full time, Work experience placement, Work at office, Local area, Flexible hours,