Administrative Specialist

Administrative Specialist

We are seeking an Administrative Specialist to provide complex administrative, project, and financial support to faculty and administration for the Division of Nephrology. Supports the Division Director by independently managing a variety of projects and possesses an in-depth understanding of the division and its programs. This position exercises independent judgment in carrying out all elements of responsibility, including responding to telephone, in-person, and email correspondences for a wide range of administrative matters. Position is pivotal in assisting the director and administrator in accomplishing the goals, strategies, and initiatives of the division. Works on administrative assignments that require research, initiative, independent discretion and specialized knowledge and abilities. Assists with ad-hoc or special projects as needed. Responsibilities require significant collaboration and coordination with others within and outside of the Division, extensive knowledge about the organization and excellent writing and computer skills.

Specific Duties and Responsibilities

• Independently provide support with respect to division planning, policy development and strategy development, and make recommendations accordingly to the Division Director and Administrator.
• Develop, implement, and manage complex administrative systems, policies and procedures, and projects to support the work of the Division Director.
• Use various software applications, such as spreadsheets, relational databases, and statistical packages to create, compile, manipulate, and / or format data and / or reports
• Independently manage complex calendars and meeting schedules based
• Provide preparation for meetings, presentations, and discussions by gathering critical details to facilitate timely responses and task management.
• Anticipate departmental needs by prioritizing incoming work to ensure timely and effective resolution and following up with deadlines, drafts, reminders.
• Perform general office management necessary for efficient operations. e.g. assisting with space issues, room reservation requests, technology needs, etc.
• Ensure timely processing and submission of travel reimbursements, online payments, purchase orders, non-employee expense reimbursements
• Locate and compile information to format and produce reports, graphs, tables, records and other sources of information.
• Responsible for answering questions, providing guidance, and disseminating information
• Represent various leadership at meetings and events, as requested
• Support the recruitment of faculty and other clinicians in the division.
• Support the development, writing, and preparation of presentations for internal and external audiences
• Proactively identify and assist with the resolution of administrative problems.
• Contribute to other tasks and ad-hoc projects as needed, including providing support or guidance to other staff.
• Maintain high-level knowledge of the informal and formal department goals, standards, policies, and procedures including familiarity of other departments in the school / division.
• Perform other related duties as requested.

Minimum Qualifications

Preferred Qualifications

Classified Title : Administrative Specialist Role / Level / Range : ATP / 03 / PC Starting Salary Range : $53,800 - $94,400 HRLY ($65,000 targeted; Commensurate w / exp.) Employee group : Full Time Schedule : M-F 8 : 30-5 : 00 FLSA Status : Exempt Location : School of Medicine Campus Department name : SOM DOM Nephrology Personnel area : School of Medicine