Administrative Specialist Associate

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.

• Serve as the Division Chief's primary strategic and administrative partner; triage, prioritize, and drive completion of high-impact initiatives across clinical, academic, and operational domains. Manage the Division Chief’s complex calendar and time strategy, proactively aligning meetings with divisional priorities and deadlines; anticipate conflicts and propose solutions.
• Prepare the Division Chief for leadership meetings: develop briefings, talking points, agenda packets, and decision memos; track follow-ups and action items to closure.
• Coordinate division governance: plan leadership team meetings, set agendas, capture decisions, document deliverables, and ensure accountability across stakeholders.
• Lead special projects on behalf of the Division Chief, including cross-departmental initiatives, process improvements, and change-management efforts; provide status reporting and risk mitigation.
• Serve as liaison between the Division Chief and internal/external stakeholders (faculty, trainees, administrators, hospital partners), ensuring timely communication and issue resolution.
• Oversee sensitive and confidential matters with discretion, exercising sound judgment in handling personnel, financial, and operational information.
• Support divisional planning and performance management: maintain dashboards, track metrics, and support annual goal-setting, strategic planning, division meetings.
• Coordinate key divisional deliverables (reports, presentations, correspondence), ensuring accuracy, consistent messaging, and adherence to institutional standards.
• Streamline administrative operations by developing SOPs, improving workflows, and leveraging available tools to increase efficiency and responsiveness.
• Support Genetic Counselors and other division faculty as requested.
• Other duties as requested.

• Bachelor's Degree or an equivalent number of years of experience.
• Ability to communicate with a high degree of confidentiality, discretion, and professionalism, using independent judgment.
• Proficiency in the use of computers and software including Microsoft Office- Word, Excel, Powerpoint, Outlook, Teams, A/V equipment as well as university programs such as Elements for CV management, reimbursement software.
• Must be willing to work on site minimally two days per week or more depending on the needs of the business.
• Communicate with a high degree of confidentiality, discretion, and professionalism, using independent judgment.
• Essential elements required for position -strong integrity, be highly proactive, have a high degree of problem-solving skills