Department Business Coordinator

BSD PHS - Operations

Public Health Sciences (PHS) is the home for the core quantitative research fields in public health: biostatistics, epidemiology and health services research. Our faculty both lead research projects in these fields and participate in interdisciplinary teams with faculty in other departments to address complex problems in health and healthcare, in our communities and around the globe. Our mission is to improve the health of human populations and reduce differences in health by expanding knowledge of factors that affect health, by advancing differences in health methods for carrying out such research, and by training the next generation of innovative public health scholars and professionals.

This position provides 100% on‑site administrative support for the Department of Public Health Sciences Chair, leadership, students and faculty. Under general direction performs complex administrative duties in support of the day‑to‑day operations, renovation projects, educational programs, recruitment and events. Assists with purchasing, reimbursements, calendar maintenance, conference and meeting planning. Handles general facility and equipment maintenance and conference room management. Assists with management of the processes related to education, research, faculty and staff recruitment, compliance and onboarding.

Assists with department communications and website maintenance. Investigates and resolves issues of varying complexity.

• Maintains calendars, schedules appointments/meetings for department leadership, chair, faculty and visitors.

• Schedules and organizes special events including department gatherings, education‑related events, weekly seminar series and recruitment talks. Advertises, prepares travel itineraries and distributes schedules. Assist with Zoom scheduling, audio visual and recording set up for conferences and meetings.

• Makes travel arrangements for faculty staff, students and visitors. Acts as main contact and on‑site host for department visitors and recruitment candidates.

• Schedules, prepares and oversees maintenance and cleanliness of conference rooms, kitchens and office areas. Handles general facility and equipment maintenance. Orders supplies for conference rooms, food service area and office supplies. Assists with coordination of renovation projects.

• Resolves many office problems independently and facilitates solutions, conferring with supervisor, environmental services and Plant department to resolve the most complex issues. Assists in preparing offices for new staff, students or faculty by cleaning and stocking with supplies.

• Inventories stock, initiates purchasing, reimbursements and travel. Receives, processes, tracks orders and invoices, and expense reimbursements. Delivers and pick up mail and packages in the medical center and on campus.

• Greets visitors, composes and edits correspondence and other documents. Coordinate unit compliance with university and/or regulatory requirements.

• Provides administrative support for a leader. Stays informed of activities related to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.

• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.

• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.

• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.

• Performs other related work as needed.

Education: Minimum requirements include vocational training, apprenticeships or equivalent experience in related field (not typically required to have a four‑year degree).

Work Experience: Minimum requirements include knowledge and skills developed through 2–5 years of work experience in a related job discipline.

• Customer service.

• A minimum of two years clerical/administrative experience.