Senior Administrative Coordinator

Temple University's Lewis Katz School of Medicine's Administration Department is searching for a Senior Administrative Coordinator to join our team!

Become a part of the Temple family and you will have access to the following:
Full medical, dental, vision coverage
Paid time off
11 Paid Holidays
Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
A generous retirement plan and so much more!
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Salary Grade: T26
Learn more about the "T" salary structure

A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant's education and experience, all relevant internal equity considerations, department budget, and funding source.

Job Details:
*This is a hybrid position
*This position requires a background check prior to commencement of service.

Position Summary:
The Senior Administrative Coordinator is a confidential administrative position that provides executive-level support to the Senior Vice Dean and the Senior Director of People Management. This role requires a high degree of professionalism, discretion, and sound judgment, as the incumbent has regular access to sensitive, confidential, and privileged information related to personnel matters, faculty affairs, organizational planning, and other executive initiatives. Maintaining strict confidentiality is an essential function of this position.

The Senior Administrative Coordinator is responsible for ensuring the efficient operation of the offices of the Senior Vice Dean and the Senior Director of People Management by coordinating complex administrative activities, managing competing priorities, and supporting strategic initiatives across their respective portfolios.

Core responsibilities include coordinating administrative processes that support immigration workflows for the faculty practice, as well as other Lewis Katz School of Medicine departments and centers as assigned. The incumbent also provides broad administrative support to the Katz Administration Office (KAO) and performs additional duties and special projects as assigned.

This is a hybrid position that requires a minimum of four (4) days per week on campus to support executive leadership, manage confidential materials, and ensure timely coordination of departmental operations.

Required Education and Experience:
*A bachelor's degree with at least 2 years of related experience.
*An equivalent combination of education and experience may be considered.
*Familiarity with immigration laws and procedures related to employment-based visas and green cards is highly desirable.

Responsibilities:
Key Responsibilities include, but are not limited to, the following:

Immigration:
*Partners with the Sr. Director of People Management to support Katz immigration needs and manage visa and employment based immigration processes for prospective faculty and other assigned individuals. Initial focus will be working with the faculty with expansion to staff and postdoctoral fellows as assigned.
*Coordinates all aspects of immigration cases by gathering and preparing documentation and DestinyOne applications; ensuring complete, accurate, and timely submissions. This process includes the preparation of the DestinyOne application, actual/prevailing wage documents, control tech forms, travel letters, support letters, and other related documentation.
*Works with departments and centers to secure payment methods for petitions, tracks immigration costs and payments to affiliated law firms. Jets expenses back to departments as needed. Manages immigration related billing, invoices, and associated records.
*Serves as the central liaison among LKSOM offices, TFP practices, ISSS, Temple HR, and affiliated immigration counsel to coordinate immigration related workflows.
*In collaboration with the Sr. Director of People Management, provides comprehensive support throughout immigration and employment processes to ensure a seamless, high touch experience for prospective and current employees and strengthen recruitment and retention efforts. This includes but, is not limited to coordinating and participating in meetings with faculty, physicians, staff, postdoctoral candidates, and department leadership.
*Provides regular immigration updates to the Sr. Director of People Management and/or their designee.
*Develops and maintains standardized immigration procedures, documentation, and tracking systems; supports recruitment related immigration inquiries and facilitates communication among departments, ISSS, HR, and outside counsel.
*Tracks visa expirations, case milestones, recruitment activities, prevailing wage determinations, labor certification requirements, and other critical deadlines; maintains accurate records.
*Prepares reports, metrics, and status updates related to visa and immigration cases.
*Serves as the primary liaison among OPFRR, HR, ISSS, immigration counsel, departments, and candidates to facilitate employment based sponsorship and ensure timely case progression.
*Develops, implements, and continuously improves SOPs, workflows, tracking tools, dashboards, and related documentation to enhance efficiency, consistency, compliance, and service delivery.

General & Human Resources:
*Provides complex and confidential administrative support for the Senior Vice Dean and Senior Director of People Management and their portfolios.
*Performs administrative functions for the Katz Administrative Office as assigned.
*Provides calendar management as assigned.
*Assists with new hire orientation and/or departmental onboarding/off boarding activities.
*Prepares and maintains timekeeping records as requested.
*Processes ePAFs, including layoff and supervisor change requests, as needed.
*Tracks the budget for HR/Administration.
*Coordinates and supports departmental meetings, events, and special projects.
*Provides administrative support for the Manager of Employee Operations and the Manager or Wellness Programs and Student Support and the Employee Engagement Committee as assigned
*If centrally located, maintains a professional and welcoming reception area by greeting visitors, directing them appropriately, and providing general assistance.
*Screens and routes incoming telephone calls, monitors voicemail, and responds or redirects inquiries as appropriate.
*Maintains organized physical and electronic filing systems to ensure accurate recordkeeping and efficient document retrieval.
*Drafts, edits, and distributes correspondence, including letters, memoranda, and emails.
*Schedules meetings, reserves conference rooms, prepares meeting materials, and coordinates Outlook invitations and Zoom links.
*Maintains conference room calendars and manages room reservations as requested.
*Coordinates business travel, lodging, itineraries, and Concur expense reimbursements as assigned.
*Assists with planning and coordinating luncheons, dinners, recognition events, and other special functions.
*Orders supplies and/or assists with the management of central supplies.
*Maintains strict confidentiality
*Performs other duties as assigned.

Required Skills and Abilities:
*Interest in visa, immigration and/or Human Resources.
*Skilled in time and information management, prioritizing multiple tasks, networking, relationship building, and communication.
*Excellent verbal and written communication skills, professional and engaging demeanor.
*Highly organized with keen attention to detail and the ability to effectively manage multiple tasks and deadlines.
*Proficiency in the Microsoft Office Suite and remote platforms like Zoom/Teams,
*Ability to work collaboratively and contribute positively to a dynamic work environment.

Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status.

Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact.

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