The Division of Digital and Data-Driven Medicine (D3M) seeks a highly organized and proactive Administrative Coordinator to support the Division Chief and oversee the day-to-day administrative and operational functions of a growing academic division.

This role combines high-level executive support, division operations, budget management, and coordination of research and program activities, ensuring efficient execution across multiple priorities. The Administrative Coordinator will serve as a central hub for scheduling, communications, operational workflow management, and support of faculty and trainee engagement.

Executive Scheduling and Support

• Manage complex calendar and scheduling for the Division Chief across clinical, research and administrative priorities.  Coordinate internal and external meetings,      including agendas, materials, and follow-ups• Assist with email triage and communications as needed; 
• Arrange travel and manage reimbursements
• Prepare presentations, reports, and key documents

Division Operations, Budgeting and Administrative Management

• Oversee day-to-day administrative operations of the division
• Develop, track, and manage division budgets in collaboration with finance teams
• Monitor expenditures, forecasting, and resource allocation across projects and personnel
• Coordinate onboarding of faculty, staff, postdoctoral fellows, and trainees
• Support recruitment processes including scheduling interviews, coordinating candidate visits, and tracking applicants
• Assist with retention efforts by supporting faculty engagement initiatives and tracking needs
• Support space planning, office logistics, and operational workflows
• Maintain organized tracking systems for division activities, priorities, and deadlines

Program and Research Coordination

• Coordinate meetings and logistics for research projects and interdisciplinary teams
• Track project timelines, deliverables, and key milestones
• Assist with preparation and organization of grant materials and submissions
• Support coordination across collaborators, departments, and institutions

Communication and Coordination Hub
• Serve as a central point of contract for faculty, staff, trainees and collaborators; coordinate cross-team scheduling and communications
• Help organize division meetings, seminars, and events
• Support communication of division initiatives and priorities

• Bachelors Degree or equivalent combination of applicable
• 5 years related administrative or business experience required. Some supervisory experience preferred. experience and education

Preferred:

• Experience with budget development, financial tracking, or operational management
• Strong administrative and organizational experience in academic, healthcare, or research settings
• Exceptional scheduling and coordination skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong communication and professionalism

• Experience supporting academic recruitment or faculty affairs processes
• Familiarity with grants, financial systems, or program coordination
• Interest in AI, digital health, or data-driven research

Please pay attention to fraud and not pay any money to any person or entity that is not trusted, inspect the commodity and ensure its safety before completing the deal, and report violating advertisements immediately..