Administrative Coordinator - Digital & Data Driven Medicine

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