Academic Coordinator

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Under the direction of the Manager of Staff and Academic Affairs, the Assistant Administrator 3 provides human resources and operational support to several Sections within the Department of Internal Medicine. Responsibilities include managing the faculty recruitment and hiring process, coordinating the onboarding of postdoctoral and postgraduate associates and fellows, administering the merit increase process, facilitating broad sectional communications, and supporting workforce planning initiatives.

The role also ensures compliance with university and federal training and reporting requirements and serves as the primary resource within assigned Sections for departmental HR policies and practices, offering guidance, coaching, and support to faculty and managers on a range of human resources matters.

In addition, the Assistant Administrator 3 performs a variety of operational activities, including human resources planning, financial reporting, facility planning, research support, compliance, and other administrative functions. The role provides support across areas such as administration, business operations, clinical operations, communications, information systems, development, finance, human resources, research, service, and safety, or student services. Key responsibilities include managing scheduling, recruitment, training, and administrative processes to ensure effective and efficient departmental operations.

The Assistant Administrator collaborates with faculty, staff, and administrators, maintains records, and ensures adherence to institutional and regulatory policies.

• Strong organizational and multitasking skills, with the ability to handle multiple tasks and priorities simultaneously in a fast‑paced environment.
• Excellent written and verbal communication skills, with the ability to interact effectively with diverse stakeholders and maintain confidentiality.
• Proficiency in using Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and an aptitude for learning new software and systems.
• Demonstrated ability in human resources management, including interpreting and implementing policies, and providing coaching and leadership.
• Superior interpersonal skills with a professional demeanor and a commitment to excellent customer service.

• Professional experience in human resources or faculty affairs, preferably with familiarity with academic or medical environments.
• Prior experience working in a union environment and understanding of related policies and procedures.
• Previous experience in an academic setting, providing administrative support, and managing complex reporting systems.

• Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit.
• Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices.
• Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work.
• Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance.
• Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies.
• Plans and facilitates training sessions for the department when new policies or practices are adopted.
• Ensures compliance with University and federal health and safety regulations as they apply to the unit.
• Initiates, plans and develops administrative policies for the assigned unit.
• Contributes to…