Administrative Coordinator II

Hello humankindness Located conveniently in the heart of Phoenix, Arizona,St. Joseph's Hospital and Medical Center is a 571-bed, not-for-profit hospital that provides a wide range of health, social and support services. Founded in 1895 by the Sisters of Mercy, St. Joseph's was the first hospital in the Phoenix area. More than 125 years later, St. Joseph's remains dedicated to its mission of caring for the poor and underserved. We are extremely proud to be a nationally recognized center for quality quaternary care, medical education and research. St. Joseph's includes the internationally renowned Barrow Neurological Institute, Norton Thoracic Institute, Cancer Center at St. Joseph's, Ivy Brain Tumor Center, and St. Joseph's Level I Trauma Center (which is verified by the American College of Surgeons). The hospital is also a respected center for high-risk obstetrics, neuro-rehabilitation, orthopedics, and other medical services. St. Joseph’s is considered a sought-after destination hospital for treating the most complex cases from throughout the world. Every day, approximately 20 percent of the hospital’s patients have traveled from outside of Arizona and the United States to seek treatment at St. Joseph’s. U.S News & World Report routinely ranks St. Joseph's among the top hospitals in the United States for neurology and neurosurgery. In addition, St. Joseph's boasts the Creighton University School of Medicine at St. Joseph's, and a strategic alliance with Phoenix Children's Hospital. St. Joseph's is consistently named an outstanding place to work and one of Arizona's healthiest employers. Come grow your career with one of Arizona's Most Admired Companies. Look for us on Facebook and follow us on Twitter. For the health of our community ... we are proud to be a tobacco-free campus.

The Research Administrative Coordinator plays a critical role in ensuring the efficient and compliant operation of BNI Research laboratories and core facilities. This position is responsible for a wide range of administrative logistical and operational support tasks contributing to the smooth execution of research projects and the maintenance of essential research infrastructure. The ideal candidate is highly organized proactive detail-oriented and possesses excellent communication and problem-solving skills.

Key Responsibilities:

Daily Operations:

Conduct daily shipping/receiving verifications and research area walkabouts to identify and resolve operational issues.

Review and process various REDCap forms to ensure timely approvals and requestor notification (Travel Requests Capital Requests Incoming/Outgoing Shipments etc.).

Draft and distribute mass communications to research personnel as needed.

Initiate and follow up on Facilities and Environmental Services (EVS) requests.

Address miscellaneous emergent requests and duties as assigned.

Basic administrative support to include, typing, copying, scanning and organizing.
Coordinates clerical work flow.
Performs data entry.
Answer phones and to appropriate phone messages.
Other duties as assigned.
Coordinate the scheduling of events.
Coordinate scheduling of volunteers.
Coordinate invites and RSVPs.
Works with vendors to facilitate outreach events.
Assists with creation of planning materials pertinent to outreach programs/events.
Assists with staffing at health fairs.
Collaborates with others to maintain and improve processes.
Implements process improvement changes.
Identifies process improvement opportunities

Required

• High School Diploma or GED required
• Experience with MS Office or Google Office
• Bachelor's degree preferred ideally in a scientific business administration or related field. Equivalent experience in a complex research or administrative environment may be considered.

   

• Experience: Minimum of 2-3 years of administrative or operational support experience preferably in a research healthcare or academic setting. Experience with inventory management procurement processes and logistical coordination. Familiarity with environmental monitoring systems (e.g. SmartVue TempTrak) is a plus. Experience with REDCap or similar data management platforms is highly desirable.

• Skills: Exceptional organizational skills with a strong ability to manage multiple priorities and deadlines. Meticulous attention to detail and accuracy. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite (Word Excel Outlook). Ability to work independently with minimal supervision and as part of a team. Proactive problem-solver with a strong sense of ownership. Customer-service oriented approach. Ability to learn new systems and processes quickly.
• Physical Requirements: Ability to walk floors and check equipment. May require occasional lifting of supplies (e.g. paper dry ice containers) or facilitating equipment relocation