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About the Role
The Administrative Specialist provides comprehensive administrative, operational, and logistical support to the Office of Faculty & Academic Affairs (OFAA) and Faculty Development (FD). This role is crucial for the effective functioning of the office and its programs, ensuring a positive experience for faculty, administrators, and visitors. The specialist coordinates faculty development, medical education programming, onboarding, communications, data management, and event logistics, directly supporting faculty success and program quality.
Responsibilities
- Provides front office support, greeting visitors, and managing phone calls.
- Responds to routine inquiries and escalates urgent requests.
- Collaborates with academic departments and faculty to process faculty actions and correspondence.
- Manages calendars and meetings for OFAA, FD, Dean, and Assistant Dean.
- Creates agendas, documents meeting minutes, and processes travel reimbursements.
- Maintains knowledge of essential documents, policies, and procedures.
- Serves as backup to Dean’s Office staff as needed.
- Attends professional development and training programs.
- Provides central coordination and administrative support for OFAA and FD programs and events.
- Tracks program progress and ensures timely completion of initiatives.
- Coordinates data collection, survey administration, and logistical support for needs assessments and program evaluations.
- Oversees venue scheduling and planning details for professional development programs.
- Manages Continuing Medical Education (CME) applications for various programs.
- Contributes to the quality improvement and functionality of office platforms like SharePoint.
- Performs data entry and validation within Faculty Data Management Systems (FDMS).
- Ensures accuracy of faculty information, reports, and rosters by interfacing with faculty and administrators.
- Drafts and distributes correspondence related to office functions, such as faculty appointment letters.
- Assists in developing materials for faculty onboarding, website content, and resource access.
- Contributes to office announcements and newsletters.
- Performs other duties as requested by the Director and/or Dean.
Requirements
- Bachelor's degree in business administration, public health, health professions education, or related work experience preferred.
- Proficiency in Microsoft Office Suite required.
- Demonstrated experience with technology supporting virtual meetings with AI enhanced tools (e.g., Zoom, Teams).
- Experience with project and work-management tools such as Planner preferred.
- Adept with Banner Ellucian software product preferred.
- Experience with and/or desire to gain skills in Constant Contact, Docusign, Qualtrics, and other evolving software support systems and AI-enabled technology.
- Ability to adapt to a changing software landscape and willingness to develop new skills.
- Knowledge of performance improvement and project management tools desirable.
- Strong written and verbal professional communication skills.
- Ability to interface effectively with leadership, staff, and external agencies.
- Strong professional/business etiquette.
- Minimum of five (5) years of experience in an academic health center or equivalent setting.
- Ability to develop and foster strong collaborative relationships.
- Growth mindset, flexibility, and willingness to learn.
- Creative and flexible individual who enjoys professional customer service.
- Demonstrates sound judgment, discretion, and professionalism.
- Strives for accuracy, quality, and efficiency in work products.
- Ability and/or openness to innovate, problem-solve, think critically, and work independently and as part of a team.
- Understands limitations, asks for assistance, responds positively to feedback, and provides constructive solutions.
- Ability to sit and perform computer-based work for the workday.
Skills
- Microsoft Office Suite
- Virtual meeting technology (Zoom, Teams)
- Project management tools (Planner)
- Banner Ellucian software
- Constant Contact
- Docusign
- Qualtrics
- AI-enabled technology
- Performance improvement tools
- Project management tools
- Written communication
- Verbal communication
- Professional etiquette
- Customer service
- Collaboration
- Problem-solving
- Critical thinking
- Innovation
Location
- Office-based environment
- Hybrid schedule available
Work Type
- Hybrid
- Flexible schedule
Experience Level
- Minimum of five (5) years working in an academic health center environment or equivalent educational or administrative setting
Education Level
- Bachelor's degree in business administration, public health, health professions education or related work experience preferred
Salary/Compensations
- USD $66,300.00/Yr.
- USD $67,556.00/Yr.
About the Company
- The Administrative Specialist works in a collaborative academic environment requiring frequent interaction with faculty, administrators, coordinators, staff, technology teams, and external partners.
- The role may involve managing multiple tasks flexibility in adapting to evolving institutional strategic growth and priorities.