Administrative Coordinator

Job description

Under general direction, manages the administrative operations of the New Hampshire Veterinary Diagnostic Laboratory to ensure efficient daily business functions, regulatory compliance, and exceptional customer service. Serves as the laboratory's primary administrative coordinator and central point of contact for clients, vendors, university departments, state and federal agencies, and external partners. Oversees office operations, client communications, financial transaction processing, laboratory information management systems, quality management documentation, facilities coordination, and administrative staff supervision. Exercises independent judgment in establishing priorities, resolving operational issues, maintaining confidential information, coordinating regulatory reporting, and supporting laboratory accreditation and continuous improvement initiatives that advance the laboratory's diagnostic, teaching, research, and outreach missions. Duties/Responsibilities Administrative Operations, Client Services & Business Support (30%) Direct the daily administrative operations of the laboratory office to ensure efficient workflow, exceptional customer service, and effective support of diagnostic laboratory operations. Serve as the primary point of contact for clients, veterinarians, producers, state and federal agencies, vendors, students, and the University community. Respond independently to complex inquiries, resolve customer service issues, and maintain strict confidentiality of diagnostic cases, client information, and laboratory records in accordance with laboratory policies and applicable regulations. Coordinate the preparation, review, and distribution of approximately 10,000 diagnostic case reports annually through electronic, fax, mail, and other delivery methods. Ensure the accuracy and completeness of reports, determine appropriate billing, and maintain electronic and physical records in accordance with laboratory and University record retention requirements. Prepare client invoices and process monthly billing through University financial systems. Verify payments received for laboratory services, reconcile financial records, prepare deposits, and coordinate with University Business Service Center personnel to ensure accurate accounting and fiscal compliance. Maintain the laboratory's master client database and associated records, ensuring accurate client contact information for diagnostic reporting, billing, regulatory communications, and laboratory outreach. Compile, analyze, and prepare operational reports including laboratory caseload statistics, testing volumes, disease trends, client utilization, and other business metrics to support laboratory leadership, strategic planning, and operational decision-making. Manage office equipment, administrative supply inventories, and purchasing activities necessary to support laboratory operations. Assist with outreach activities, client communications, and promotional efforts to enhance awareness of laboratory services. Quality Management, Accreditation & Regulatory Compliance (25%) Coordinate reporting of reportable animal diseases and laboratory findings to state and federal regulatory agencies in accordance with established reporting requirements. Ensure timely, accurate, and confidential submission of required laboratory information while maintaining compliance with applicable regulatory standards. Utilize the laboratory's electronic Quality Management System (MediaLab) to maintain controlled documents, manage document revisions, track nonconformities, corrective and preventive actions, and other quality records. Work collaboratively with the Laboratory Quality Manager to maintain compliance with laboratory quality policies and procedures. Participate in internal audits, annual management reviews, and continuous quality improvement activities supporting laboratory operations. Provide administrative coordination for laboratory accreditation activities to maintain compliance with ISO/IEC 17025 quality standards and accreditation requirements of the National Animal Health Laboratory Network (NAHLN) and the American Association of Veterinary Laboratory Diagnosticians (AAVLD). Assist with preparation for accreditation assessments, maintenance of quality documentation, implementation of corrective actions, and ongoing compliance initiatives. Administrative Systems, Data Management & Information Technology Support (20%) Serve as the primary administrative liaison for the laboratory's Laboratory Information Management System (LIMS), coordinating with the software vendor to resolve system issues, assist with software updates, test functionality, and provide first-level support to laboratory personnel. Assist staff with troubleshooting information technology, telecommunications, and network-related issues while coordinating with University Information Technology and external vendors as appropriate. Utilize Microsoft Office applications, including Word, Excel, Outlook, Planner, and SharePoint, laboratory information management software, MediaLab Quality Management software, University administrative systems, and other business applications to support laboratory operations, reporting, communication, and documentation. Personnel Coordination, Shipping/Receiving & Operational Support (15%) Recruit, interview, hire, train, schedule, supervise, and evaluate student employees supporting office operations and specimen receiving. Assign work, monitor performance, provide coaching and training, approve payroll through the University's timekeeping system, and ensure appropriate staffing levels to support laboratory operations. Develop and maintain training materials, administrative procedures, and standard operating procedures for office personnel and student employees. Works with lab section supervisors to ensure they have adequate student employee and hires additional students as needed. Coordinate laboratory shipping and receiving support activities, including management of shipping vendor accounts and contracts, tracking inbound and outbound shipments, maintaining inventories of client submission supplies, coordinating shipment of collection materials to clients, and assisting with specimen accessioning during periods of increased workload. Participate in regular training for packing and shipping as required by law and to ensure the lab is following packing/shipping requirements of the university, DOT and IATA. Facilities, Special Projects & Continuous Improvement (10%) Serve as the laboratory's primary liaison with University Facilities, housekeeping, Environmental Health and Safety, telecommunications, and other campus service providers. Coordinate building maintenance, repairs, renovations, equipment service requests, and operational support to ensure uninterrupted laboratory operations and a safe working environment. Provides regular direct support to the laboratory director for special projects. Participates in process improvement initiatives designed to increase operational efficiency, enhance customer service, strengthen regulatory compliance, and support the strategic goals of the laboratory. Perform other related duties as assigned in support of the laboratory's diagnostic, teaching, research, and service missions. Requirements Minimum Acceptable Education & Experience: Associate degree in business administration, office administration, laboratory administration, or a related field, with a minimum of three years of progressively responsible administrative experience. Equivalent combinations of education and experience may be considered, with additional relevant experience substituting for required education as appropriate. Experience should include administrative operations, customer service, data management, office systems, financial processes, personnel coordination, and proficiency with computer applications. Experience working in a laboratory, healthcare, regulatory, academic, or other technical environment is preferred. Knowledge, Skills & Abilities: Strong organizational skills with the ability to manage multiple priorities, coordinate complex administrative functions, and meet deadlines. Excellent written and verbal communication skills with the ability to interact effectively with clients, laboratory personnel, university departments, and external partners. Ability to exercise independent judgment, maintain confidentiality, solve problems, and make decisions within established policies and procedures. Strong attention to detail with the ability to maintain accurate records, analyze data, and support quality and regulatory requirements. Proficiency with computer applications and ability to learn and utilize specialized systems, including laboratory information and quality management systems. Ability to work collaboratively, provide training and guidance to others, and adapt to changing priorities in a dynamic laboratory environment. Applicant Instructions: Applicants should be prepared to upload the following documents when applying online within the My Experience: Resume/CV section of the application: (Maximum of 5 Documents) Resume/CV Applications that are missing any of the required items may not move forward for consideration. Additional uploaded documents not requested in the position announcement will not be reviewed. The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry. EEO Statement The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status. Compensation Pay Range: $20.15 - $33.15 The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources Location: Durham