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Administration Coordinator

Ohio State University Wexner Medical Center
United States, Ohio, Columbus
281 West Lane Avenue (Show on map)
Jan 14, 2025

Functions as Administrative Coordinator to coordinate and monitor daily administrative activities amp; services in the new research Center for Neurolmaging, NeuroPhenotyping, NeuroComputation, and Neuromodulation (C4N)within the College of Psychiatry and Behavioral Health; provides comprehensive administrative support to the Associate Director of Operations of C4N; coordinates and oversees daily business functions, in C4N; implements, evaluates and modifies administrative policies amp; procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken to meet research center goals, guidelines amp; deadlines; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; independently responds to routine correspondence; conveys directives from leadership; coordinates appointment calendars of C4N and Associate Director of Operations; coordinates and organizes logistics for meetings, tours, and trainings; prepares and distributes agendas; records, transcribes and distributes meeting minutes; first point of contact for the C4N center greeting patients and assisting staff; reviews the C4N booking schedule via the Calpendo Management Software, assists director with study invoicing review, incident reports, room usage; researches, collects and compiles information as requested to develop complex center reports; requests for reimbursement of expenses and purchase of supplies and equipment.

Minimum Education and Skills/Experience Required/Desired

Per CCS Specifications; six months experience (600 hours course work or training) in customer service or communications, including researching, analyzing amp; interpreting information; three months experience (300 hours course work) in budgeting; six months experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; three months experience three months experience (300 hours course work) in interviewing. Requires successful completion of a background check. Selected candidate may be requested to complete a pre-employment physical including a drug screen.

Essential Duties

40%: First point of contact at C4N, greets and arrives participants, answers the centers phone, assists with research staffing needs and works primarily in Calpendo-the centers facility management system, tasks will include reviewing center/equipment bookings, incident reports, project builds, reporting and invoicing. Aids in Calpendo overall system review, modifications and updates. Trains research staff with usage in the Calpendo system and assists with associated usage problems.

30%: Provides comprehensive administrative support to C4N leadership and team members independently drafts and responds to routine correspondence; coordinates appointment calendars of C4N Center and Director of Operations; coordinates and organizes logistics for meetings, tours, and trainings; prepares and distributes agendas; records, transcribes and distributes meeting minutes.

20%: Coordinates and monitors daily administrative and business activities amp; services, implements, evaluates and modifies administrative policies amp; procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; provides technical and administrative guidance; researches, collects and compiles information as requested to develop fiscal reports of C4N usage and cost analysis; conveys directives from C4N leadership.

10%: Assists with creating HRA related postings for clinical research positions in the C4N Center; tracks all open positions; works with directors and various departmental assigned HR and administrative staff, as needed, to schedule candidate interviews, background checks, orientation, acquiring badge; orders phones, computers, lab coats, and other necessary equipment for C4N staff; oversees C4N space, tracks centers supplies, equipment and arranges for upgrades as needed, organizes center equipment repairs, calibrations and replacements.

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