Administrative Coordinator - Laboratory Administration

This role serves as Executive Assistant to the Laboratory Services Director, providing high-level administrative, operational, and strategic support in a large academic health system. As a trusted partner, the position ensures smooth daily operations, clear communication, and effective coordination across clinical and administrative teams.

The ideal candidate exercises discretion, sound judgment, and strong organizational skills to independently manage competing priorities impacting patient care, compliance, staff operations, and leadership objectives.

JOB SUMMARY:

To provide professional guidance, supervision, and coordination in the administrative duties of a department.

REQUIRED EDUCATION / EXPERIENCE:

Bachelors degree or equivalent and two years of experience.

Preferred Qualifications
•    Experience in a healthcare, academic medical center, or large hospital system.
•    Prior support of director , executive , or physician level leadership.
•    Familiarity with UTMB systems, policies, or clinical operations (preferred but not required).
•    Knowledge on AI (Copilot, Claude, ChatGPT, etc.)
•    Minimum 3–5 years of progressively responsible administrative or executive assistant experience, preferably supporting senior leadership.
•    High level of proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
•    Demonstrated ability to handle confidential information with discretion and professionalism.
•    Strong organizational skills, attention to detail, and ability to manage multiple priorities with minimal supervision.
•    Experience coordinating across multiple departments in a matrixed organization.

MAJOR DUTIES / CRITICAL TASKS:

•    Plans, organizes, and coordinates administrative duties. 
•    Performs personnel management functions such as recruitment, interviewing, and hiring for a department. 
•    Conducts employee performance reviews and makes recommendations for merit increases, promotions, and demotions. 
•    Participates in departmental budget planning and development. 
•    Coordinates procurement of equipment and supplies and manages all phases of acquisition cycle. 
•    Interprets rules, regulations, and policies and executes as applicable. 
•    Assists administrator in establishing and attaining goals and objectives. 
•    Conducts special projects and reports. 
•    Manages office staff. 
•    Adheres to internal controls established for department. 
•    Performs related duties as required.

Executive & Strategic Support
•    Serve as the primary administrative liaison for the Laboratory Services Director, managing complex calendars, meetings, and competing priorities.
•    Anticipate operational needs, proactively resolve scheduling conflicts, and ensure executive preparedness for meetings, presentations, and leadership forums.
•    Draft, edit, and format executive level correspondence, reports, presentations, and internal communications.
•    Track key action items, follow ups, and deadlines across leadership initiatives and departmental priorities.
Operational & Stakeholder Coordination
•    Coordinate meetings involving clinical leadership, faculty, hospital administration, finance, HR, compliance, and external stakeholders.
•    Prepare agendas, materials, briefings, and summary notes; track decisions and commitments to closure.
•    Act as a point of contact for sensitive or time critical issues, escalating appropriately and maintaining confidentiality at all times.
Financial & Administrative Functions
•    Provide administrative support for budgeting activities, financial reviews, purchasing requests, and contract documentation as directed.
•    Process travel arrangements, reimbursements, purchase requisitions, and other administrative transactions in accordance with UTMB policies.
•    Assist with personnel related administrative tasks, including onboarding coordination, training documentation, and compliance tracking.
Data, Reporting & Process Improvement
•    Compile and organize operational data, metrics, and reports to support leadership decision making.
•    Maintain department files, records, and documentation in compliance with institutional and regulatory requirements.
•    Identify opportunities to improve administrative workflows, communication efficiency, and executive support processes.

WORK SCHEDULE: Monday- Friday, 8:30am – 5:00pm.