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Administrative Coordinator, Part-Time

Employer
Temple University
Location
Philadelphia, PA

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Job Details

Description
Under direction of management or senior management, the Administrative Coordinator in the Department of Biomedical Education and Data Science is responsible for the day-to-day administrative operations of the department. Analyzes and organizes office operations and procedures such as educational/course coordination, bookkeeping, preparation of payroll, personnel, information management, filing systems, requisition of supplies, and other clerical services. The Administrative Coordinator specifically supports the Humanity Gifts Registry and Body Donor Program in addition to departmental responsibilities.

Responsibilities include: supporting Humanity Gifts Registry (HGR) and body Donor Program by submitting required quarterly reports to the HGR for cadavers received by the School of Medicine, Dentistry and Podiatric Medicine; organizing and maintaining cadaver records (cadaver receipt forms, transfer and cremation forms, death certificates; request cards for return of ashes to family); entering records into the cadaver database for tracking movement of cadavers from arrival to final disposition; serving as point person for cremains custody/collection including verifying burial permits, communicating with families collecting cremains; mailing and tracking receipts of mailed and returned remains; processing HGR invoices; scheduling quarterly MOOC meetings and generating minutes. The Administrative Coordinator also provides various support, organizational and maintenance functions to the gross anatomy lab; serves as liaison between HGR and the School of Medicine, Dentistry, and Podiatry; participates in monthly meetings with the morgue director and oversight committee, maintains open lines of communication between morgue/anatomy lab manager and faculty.

The Administrative Coordinator supports departmental operations by: placing orders for faculty and staff as well as vendor payments in TUMarketplace; preparing and reconciling monthly departmental and credit card statements; scheduling and maintaining conference room schedules; Kronos time and payroll entry; assisting Chair and faculty with travel arrangements, conference registrations and reimbursements in Concur; assisting with new/promoted faculty paperwork; creating personnel posting requisitions in Taleo; arranging seminars, events, conferences, etc. including arranging for speaker travel and lodging. Acts as a liaison with educational faculty and course directors at LKSOM, and its affiliates,  in maintaining, organizing and posting educational materials in Canvas,  as well as disseminating information to students and faculty. At the direction of the chair, utilizes Canvas to manage day-to-day details and access data in One45 to optimize program and student performance.  Performs other duties as assigned.

Required Education and Experience:
Bachelor’s Degree and at least three (3) years of directly related administrative/higher education experience. An equivalent combination of education and experience may be considered.

Required Skills & Abilities:
*Ability to multitask and support various business functions
*Ability to handle and secure, confidential and sensitive information.
*Demonstrated organizational skills with keen attention to detail
*Strong verbal and written communication skills with internal and external stakeholders (faculty, administrators, and staff from across the TU including Human Resources, Faculty Recruitment, Purchasing, Accounts Payable, Payroll, and external vendors)
*Must possess excellent computer skills and be familiar with use of programs in Microsoft Office Suite
*Demonstrated proficiency in scheduling, coordinating, arranging travel, maintaining financial/payroll records in an administrative capacity

This position requires a credit background check

Temple University values diversity and is committed to equal opportunity for all persons regardless of age, color, disability, ethnicity, marital status, national origin, race, religion, sex, sexual orientation, veteran status or any other status protected by law.

In accordance with the City of Philadelphia's COVID-19 mandate, all Temple University students, faculty, staff, and contractors must be fully vaccinated before receiving authorization to work unless they have a medical or religious exemption approved by the University.  An individual is considered fully vaccinated two (2) weeks following the second dose of the Pfizer or Moderna vaccine or two (2) weeks following a single dose of the Johnson & Johnson vaccine. Individuals who do not meet the University's vaccination or exemption requirement will be prohibited from working until proof of full vaccination or an exemption is requested and approved.  For more information, visit the University's Vaccines web page at https://www.temple.edu/coronavirus/vaccines.

Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact.

To obtain additional information about Temple University please visit our website at www.temple.edu.  

Temple University's Annual Security and Fire Safety Report contains statistics, policies, and procedures related to campus safety and can be found at: https://safety.temple.edu/reports-logs/annual-security-report

You may request a copy of the report by calling Temple University’s Campus Safety Services at 215-204-7900.f



Primary Location: Pennsylvania-Philadelphia-Health Sciences Campus (HSC)-Medical Education and Research Building
Job: Staff
Schedule: Part-time
Shift: Day Job
Employee Status: Regular

Organization

One of the nation’s top urban public research universities, Temple University is a dynamic workplace in the heart of one of the nation’s most vibrant cities. Founded in 1884 as a night school for the working-class men and women of North Philadelphia, for 130 years Temple has retained its core mission of being a beacon of educational opportunity to students of every background, while adding a national and global reputation as a leader in education, research and real-world oriented instruction.

With nearly 39,000 students and 290,000 living alumni, Temple has a major impact on its region and on Philadelphia, the nation’s 5th largest city. One in seven college graduates in the Philadelphia area holds a Temple degree, and the university is the 4th largest provider of professional education in the nation (law, medicine, dentistry, pharmacy and podiatry). Temple offers 17 schools and colleges, 399 academic degree programs, 17 Division 1 intercollegiate men’s and women’s athletic teams, as well as nine campuses including international campuses in Italy and Rome.  

Like the students the university serves, Temple’s approximately 8,000 employees are hardworking, diverse and energized by the vibrant and supportive work environments across the university, all aligned towards advancing the teaching, research and service missions of Temple University.

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