Administrative Specialist (Dept. of Physical Medicine & Rehabilitation) - #Staff

Administrative Specialist

This high-level position reports directly to the Director of Physical Medicine and Rehabilitation. We are seeking an Administrative Specialist who will serve as the primary point of contact for internal and external stakeholders on all matters related to the Department Director. The incumbent independently manages multiple projects and maintains positive working relationships within and outside the school, university, and hospital. This includes interactions with University representatives, government officials, faculty, staff, students, and patients. The ideal candidate demonstrates sound judgment in a variety of situations and possesses excellent written, verbal, administrative, and organizational skills. This individual must be proactive, able to balance multiple priorities, perform well under pressure, and exhibit flexibility as some projects may occur outside regular business hours. This position represents the Director in all business conducted on behalf of the Department of Physical Medicine and Rehabilitation.

Specific Duties and Responsibilities :

• Manage the Director's calendar, ensuring all necessary materials are prepared for meetings.
• Arrange travel for the Director and approve / reconcile related expenditures.
• Prepare agendas, background materials, and logistics for meetings such as retreats, faculty meetings, and visits by dignitaries.
• Support on-boarding and off-boarding of Department faculty.
• Support calendars, travel, and meetings for the Associate Deans and Vice Chairs.
• Ensure the smooth operation of the Director's office, including coordination of staff, personnel issues, and communication within the department and across the Hospital and University.
• Monitor, evaluate, and implement business practices and procedures to meet the Director's day-to-day operational needs. Oversee and reconcile the Director's executive card for purchases such as travel, entertainment, and presentation materials.
• Support departmental and other assigned committees. Provide public speaking and presentations as needed. Manage projects through completion, demonstrating a broad understanding of departmental, JHBMC, SOM, and JHM issues. Serve as a project coordinator for special initiatives requiring interoffice collaboration.
• Supervise other administrative assistant(s). Responsibilities include hiring, termination, performance evaluations, setting priorities, and overseeing daily work. Develop new administrative policies as needed to ensure efficient office operations.
• Manage financial transactions involving discretionary accounts, reimbursements, and service contracts.
• Draft and edit correspondence, review all incoming and outgoing communications, and ensure timely follow-up.
• Handle confidential materials from within and outside the department.
• Coordinate, write, edit, and distribute executive meeting agendas and minutes. Consult with Vice Chairs, Division Chiefs, faculty, and staff on agenda items.
• Edit the departmental newsletter and website, write and / or edit articles, oversee layout, and determine content for publication.
• Organize and coordinate sponsored research proposals generated by the Director.
• Serve as liaison with the Offices of Public Affairs and Planning & Marketing.
• Collaborate with the Department's Development Office to schedule visits and events for donors and dignitaries.
• Plan and oversee the annual faculty and staff holiday celebration.
• Perform other duties as assigned.

Minimum Qualifications :

Preferred Qualifications :

Classified Title : Administrative Specialist

Role / Level / Range : ATP / 03 / PC

Starting Salary Range : $53,800 - $94,400 Annually (Commensurate w / exp.)

Employee group : Full Time

Schedule : M-F / 8a-5p

FLSA Status : Exempt

Location : Hybrid / School of Medicine Campus

Department name : SOM PMR General Administration

Personnel area : School of Medicine

Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.