{"id":984411,"url":"https://alion.io/job/nmdp-senior-department-coordinator","title":"Senior Department Coordinator","company":{"id":20613,"name":"NMDP","domain":"nmdp.org","url":"https://alion.io/company/nmdp","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Oracle","truth_index":{"grade":"A","score":100,"open_postings":3,"ghost_share":0,"stale_share":0,"repost_share":0.333,"time_to_fill_p50_days":3,"computed_at":"2026-10-20T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":null,"work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Minneapolis, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":51000,"max_usd":102000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1667},"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-09-16T21:41:01Z","employer_posted_date":"2026-09-16","last_verified_at":"2026-10-20T19:07:01Z","board_verified":true,"closed_at":null,"days_open":34,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":34},"description":"POSITION SUMMARY:\nThe Senior Department Coordinator provides high-level administrative, project, and operational coordination support for the department(s) and may support multiple senior leaders (Vice Presidents). The role provides executive-level administrative support including complex calendar management, travel booking and management, expense report processing, department meeting coordination, and planning and preparation of leadership-ready materials (e.g., presentations/decks). This role serves as a key subject matter expert for assigned department projects, supporting processes and deliverables, ensuring timely milestone execution, clear status, risk visibility and effective stakeholder coordination. This position will also support necessary conference/event logistics.\nACCOUNTABILITIES:\nAdministrative Support:\nMay provide direct administrative and operational support for multiple senior leaders and the broader department(s)\nProvide full-access calendar support for designated VPs, including scheduling, coordination across stakeholders, and proactively managing changes and conflicts.\nCoordinate and support department and VP meetings, including scheduling, agenda support, logistics (rooms/virtual links), materials, and follow-up actions.\nManage internal stakeholder relationships as the primary point of coordination for department communications, inputs, meeting logistics, and follow-through; coordinate with external stakeholders as needed.\nComposes, edits, and proofreads documents, presentations, reports, letters, and forms for leadership.\nMakes and manages travel arrangements and accommodations for Vice Presidents as directed.\nManages and submits monthly Pcard expense reporting to finance for Vice Presidents.\nSubmits and owns the purchase order/request process and obtains required signatures.\nProvide organized and effective resources for the department, including maintaining shared materials and coordinating access to key information.\nCollaborates with NMDP administrative staff to accomplish overall administrative objectives and meet the business needs of the department and organization.\nOther duties as assigned.\nDepartment Coordination & Project Support:\nServe as a key subject matter expert (SME) for assigned department projects and operational initiatives, translating requirements into clear deliverables and timelines.\nHelps draft and maintain department specific policies and SOPs\nProactively updates email distribution lists and internal org charts for department staff.\nManages updates to the department’s shared space of information in SharePoint.\nPrepares staff meeting agendas, takes notes at meetings and disseminates information shared to the department.\nAssists department leadership in tracking expenses to established budget lines.\nOwn delivery of assigned milestones by tracking action items, surfacing risks and dependencies, and providing routine status reporting to department leadership and partners.\nProvide conference and event administration support, including venue coordination, attendee logistics, catering arrangements, and post-event reconciliation (e.g., invoices, documentation, and follow-up items).\nOwns making updates to email distribution lists and internal org charts for departments.\nOwn controlled documents for the department by creating, updating, routing for review/approval, publishing, and retiring documents in accordance with established controls and retention practices.\nREQUIRED QUALIFICATIONS:\nKnowledge of:\nExecutive administrative support practices, including complex calendar management, travel booking, and expense reporting processes.\nProject coordination practices, including milestone tracking, risk/issue management, and status reporting.\nStakeholder management and professional communications in a primarily internal-facing environment, with occasional external coordination.\nConference/event administration fundamentals (venue, catering, logistics, vendor coordination)\nControlled document lifecycle practices (create, maintain, retire). \nAbility to:\nManage executive calendars proactively (prioritize conflicts, coordinate across time zones as applicable, and ensure leaders are prepared) and create/format meeting materials and presentation decks with accuracy and attention to detail.\nManage multiple priorities with a high degree of accuracy and discretion while supporting senior leaders; proactively anticipate needs, solve problems, and follow through on commitments.\nHandle confidential and sensitive information with discretion, exercising sound judgment.\nPrepare clear milestone, risk, and status updates for leadership audiences and cross-functional partners.\nCoordinate events end-to-end, including vendor communications and post-event reconciliation.\nMaintain controlled documents with strong attention to detail and version control. \nEducation and/or Experience:\nAssociate’s degree (AA); equivalent combination of education and relevant experience may be considered.\nMinimum of 3+ years of related experience serving as a department SME, coordinator, or executive/administrative support role.\nExperience supporting multiple senior leaders\nPREFERRED QUALIFICATIONS: (Additional qualifications that may make a person even more effective in the role, but are not required for consideration)\nBachelor’s degree","description_format":"text","description_chars":5324,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"associate","optional":true},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Biotechnology","Nonprofits & Foundations","Blood & Tissue Banks"],"lifecycle":[{"event":"open","at":"2026-09-16T23:01:02Z"}],"visa":[],"liveness":{"score":7,"band":"cold","label":"Long shot","p_open":1,"p_active":0.195,"p_room":0.35,"age_days":33,"expected_fill_days":3,"reasons":["conf:2","win:tail"],"computed_at":"2026-10-20T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/nmdp-senior-department-coordinator","json_url":"https://alion.io/job/nmdp-senior-department-coordinator.json","meta":{"generated_at":"2026-10-20T22:15:48Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":26026,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-21T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":20613},"rest":"https://alion.io/mcp/rest/get_company?id=20613"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fnmdp-senior-department-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fnmdp-senior-department-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fnmdp-senior-department-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/nmdp-senior-department-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fnmdp-senior-department-coordinator"}]}