Admin Specialist Assoc Health

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The Department of Anesthesiology is seeking an outstanding Administrative Specialist Associate to join our team.

Provide high level support to senior level research faculty and research teams. The ideal candidate will work as a contributing member in a fast-paced, service-oriented environment. The assistant will work independently and proactively to support faculty and teams. A responsible work ethic with accountability, and an aptitude to make independent decisions when appropriate, as well as the ability to work as part of a team is essential.

Overall faculty and team support: provides advanced administrative support to fast paced, high producing research faculty and teams within the Department of Anesthesiology.

Coordinate schedules with a high degree of complexity; ensure efficient use of faculty time and deadlines are met; managing all aspects of calendar maintenance. Serve as staff for meetings as requested; schedule and create agendas, taking meeting minutes when needed; order food, schedule rooms/Zoom, etc., as required. Plan coordinate and reconcile faculty travel arrangements and hosting, including registrations, transportation, lodging, and related external and University forms. Coordinate faculty presentation schedules coordinating logistics. Maintain and update faculty biosketches, CVs and other support; renew societal memberships; maintain clinical schedules through Qgenda and Outlook for faculty; maintain disclosures; track CME credits for MOCA; assist with junior faculty launch committee meetings; file and maintain faculty documents and records; assist with writing a variety of correspondence including faculty and medical school recommendation letters and tracking due dates. Coordinate visiting professor itineraries and day of visits for guest lecturers, visiting professors, and fellowship candidates. Assist with scheduling and planning large meetings, appreciation lunches, retreats, and other special events. Assist with writing a variety of correspondence including faculty and medical school recommendation letters and tracking due dates.

HR when needed: facilitate hiring process for staff and research assistants: pulling resumes, scheduling job interviews, facilitating salary settings, filling out position description forms for RAs and other positions as needed. Facilitate and lead the on-boarding and off-boarding processes. Manage and update access for staff using Group Management Tool, Sharepoint, Google Drive, building access, and assigning MiChart training as needed. Maintain and update annual remote/flexible work agreements. Maintain the research on-boarding and off-boarding passport template. Track and communicate any HR updates. Equipment Maintenance - Manage all staff equipment; ensure staff have working laptops, remote workstations, and in-office workstations. Maintain and order new equipment as needed. Track equipment and manage, update, and maintain all Request for Removal forms as needed. Facilitate HITS or ITS requests as needed; submit requests related to computer purchases, reimaging, disposal, or other computer related inquiries.

Procurement: coordinate procurement and payment activities to ensure compliance with grant related work-plans and University payment policies, including tracking and maintaining procurement and payment records, completing purchase request forms, purchase orders, pcard reconciliation, expense reimbursements, and honorarium payments. Assist in grant administration tasks to include: collecting and tracking contracts and data use agreements. Coordinate project specific events to include event promotions, venue reservations and catering (as needed). Review and approve purchasing request forms, submit requisitions for purchase orders, marketsite orders, payment requests, and reimbursements for staff travel.

Provide administrative cross-coverage support with other research teams.

Other duties as assigned.

Bachelor's degree or equivalent combination of education and experience is required.

Four or more years of progressively complex administrative experience with demonstrated ability to multitask. Highly motivated, organized, autonomous person with excellent project management abilities.

At least 2 years of experience providing detailed administrative support and calendaring for faculty or administrative management/leadership teams.

Candidate must be self-motivated and demonstrate excellent judgment in problem solving when developing daily work priorities.

Significant experience working as member of an administrative team.

Proven ability to assess and handle highly confidential matters.

Ability to work independently and comfortable consulting with others to achieve strict deadlines.

Ability to anticipate and respond to issues as they arise in a complex and dynamic environment as is a constant in a large academic medical center.

Outstanding organizational skills and proven ability to meet deadlines and produce detailed and accurate work.

Demonstrated excellence in verbal, written, and interpersonal communication; ability to work independently and manage competing priorities effectively.

Prior administrative experience in a healthcare setting.

Highly skilled at adapting to new technology.

Considerable knowledge of University policies and procedures