A member of the Operations team, collaborates with each member of the team to ensure all MBSD staff have the tools and resources needed to perform their jobs efficiently and effectively. In addition, they have excellent interpersonal skills to foster productive relationships across our team of 75 and externally across a complex academic medical center.
The Operations Coordinator performs advanced, diversified and confidential Operations and Human Resources functions for MBSD including executive level support. Executes programs and provides the highest quality of customer service, ensuring a positive outcome.
Recruits talent and serves as the first representative of MBSD in communicating its mission, goals, and culture. Via project management, leads hiring and onboarding processes. Tracks and proactively manages data on new staff, exiting staff, and transfers. May manage staff or temporary employees.
Maintains thorough knowledge of University and department priorities and programs. Composes and edits correspondence and other written materials.
Schedules and coordinates meetings, trainings, complex interviews, and special events. Prepares and briefs executives. Compiles data, statistics and other information and materials as needed.
Assists with preparation of the budget. Provides coverage as needed for the review and approval process of day-to-day financial processes. Researches, compiles and analyzes data to create reports, proposals and other documents including but not limited to financial and monthly reports.
Collaborates with the Associate Director of Talent Acquisition & Human Resources to implement effective recruiting strategies. Using strong project management skills, manages multiple and complex steps of the recruitment and hiring process, including but not limited to: Screening resumes, sourcing candidates and managing applicant pools, conducting both phone and in-person interviews, collaborating with hiring managers to ensure successful recruitments, and performing reference checks.
Creates strategic and targeted materials and communications for interviews, hosts interviews, and collaborates across the team to ensure an excellent candidate experience.
Writes strategic and high quality copy for external jobs postings, social media posts, and recruiting marketing materials.
Supports the planning, scheduling, and execution of a wide variety of meetings, including MBSD Monthly staff meetings, the annual retreat, cross-departmental meetings, ad hoc meetings, and Professional Training and Development programs.
Composes, edits, prepares internal and external communications to a wide audience. This could include: emails, policies, analysis of survey results, and power point presentations, and other materials as needed.
Serves as a backup to the Development Assistant, Human Resources & Front Office, providing coverage throughout the day as needed or when the Development Assistant is out of the office.
Assists with a wide range of Operations team tasks, examples include but are not limited to: check processing, printing and mail requests, assessing and seeing facilities requests through to completion.Â
Manages HRIS data management activities, including Workday and FAS transactions ensuring data integrity and compliance.
Assists in the development and administration of the HR budget for the department, monitors for variances, and manages employment expenses within established guidelines.
Supports staff hiring processes, including developing job descriptions, interviewing and reference checking, handling employment offers, and conducting orientation. Drafts templates and routine offer letters. Maintains appropriate human resources data and records, solving a range of straightforward problems using standard procedures.
Performs other related work as needed.
A minimum of two years of professional work experience in administrative or office management.
Strong verbal and writing skills, high attention to detail and follow-up, and excellent organizational skills.
Ability to manage confidential information with discretion and tact.
Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to Medicine & Biological Sciences Development, including but not limited to Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint.
Intermediate or greater proficiency with Excel.
Outstanding interpersonal and communications skills characterized by the ability to listen, to speak and to write well.
Flexibility and adaptability to new programs in an emerging and changing environment.
Willingness and ability to travel to on and off-campus locations for University business.
Ability to react effectively, quickly, calmly, and rationally during conflicts and emergencies Ability to work effectively and collegially with little supervision or as member of a team required. Ability to work independently.
Ability to work with frequent interruptions required. Active listening skills.
Cover letter (required)
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