Administrative Services Coordinator - HR & Operations Lead

The Administrative Services Coordinator supports HR transactions, manages purchasing requests, and reconciles P-card transactions. Provides administrative supervision for staff and students, acts as a liaison for patient calls, and prepares correspondence. Assists in coordinating strategic plans and serves as a point of contact for inquiries related to policies and procedures.

Job Summary:

• Answer telephone calls and reply to emails
• Responds to and resolve CSC requests including processing orders, rushes, product availability, delivery, returns, and cancellations.
• Maintains/handles confidential records (both paper and electronic).
• Processes data and generates routine reports.
• Processes Credit Memos, VDNs, Carrier Claims, and other forms
• Works with other departments within Thermo Fisher Scientific to find solutions for both customers.
• Accountable for resolving customer complaints (First Call Resolution) and escalates issues
• Follows established service quality standards and meets established processing times and follow-up actions in accordance with departmental standards (after-call work, order accuracy, etc.)
• Collaborate with the department leadership team in the detailed planning and management of projects.
• Provide consistent visibility on the status of targeted projects
• Assists other Administrative Coordinators

Skills on Resume:

• Phone and Email Communication (Soft Skills)
• Customer Service (Soft Skills)
• Record Management (Hard Skills)
• Data Processing (Hard Skills)
• Form Processing (Hard Skills)
• Project Management (Hard Skills)

Job Summary:

• Support the daily operations of the Division of Immunology including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
• Make decisions and exercise a high level of autonomy while typically performing administrative support/management responsibilities for faculty and Advanced Practice Providers of the Division of Immunology, including managing schedules, correspondences, distribution, and routing of patient-related materials, and triaging phone calls.
• Maintain appointment schedules and arrange for meetings and conferences.
• Maintain clinical schedules and communicate with clinic and scheduling contacts.
• Maintain and distribute weekly divisional educational calendars and communications.
• Maintain faculty and APP curriculum vitae.
• Maintain faculty attendance at CME events and enter into CME Cloud. Distribute evaluations for each CME event.
• Assist with maintaining fellow schedules and attendance.
• Assist with the annual Allergy/Immunology CME Symposium and Rheumatology CME Symposium
• Oversee and coordinate the Divisional Display Schedule, including communication with external vendors, scheduling, and ensuring payment is received.
• Receive patient documents and route
• Enter patient lab results into EPIC for Immunology providers.

Skills on Resume:

• Operations Support (Soft Skills)
• Autonomous Decision-Making (Soft Skills)
• Schedule Management (Hard Skills)
• Communication (Soft Skills)
• Event Coordination (Soft Skills)
• Data Entry (Hard Skills)
• Medical Record Management (Hard Skills)

Job Summary:

• Initiate HR transactions at the request of others.
• Provide functional and/or administrative supervision for students/temporary staff.
• Initiate purchasing requests for supplies and equipment.
• Reconcile monthly P-card transactions.
• Initiate payments for research subjects.
• Assist in the coordination/preparation of strategic plans in support of the Division Director, Division Administrator, and/or Division Coordinator.
• Establish timelines, remind contributors, proof, and edit.
• Act as Immunology Division liaison for all patient calls and correspondence.
• Receive visitors and answer Division phone lines.
• Prepare and administer correspondence.
• Serve as liaison to faculty, staff, students, alumni, and the public concerning inquiries or complaints requiring interpretation of policies, procedures, and programs.

Skills on Resume:

• HR Management (Hard Skills)
• Supervision (Soft Skills)
• Purchasing (Hard Skills)
• Payment Processing (Hard Skills)
• Planning Support (Soft Skills)
• Customer Service (Soft Skills)

Job Summary:

• Receives, sorts, and delivers all incoming and interdepartmental mail directly to staff or Assistants at all 3 Novavax Firstfield locations
• Accurately records checks in the check log
• Opens and stamps all incoming invoices and delivers to the Accounting Department
• Operate postage meter and scale
• Record postage meter readings on a daily basis
• Monitor postage account activity
• Maintain proper stock of mailing supplies
• May serve as primary contact for building maintenance and facilities management.