"Administrative Specialist Associate"

Provide comprehensive calendar management for the Division Chief, exercising independent judgment and discretion to assess priorities, resolve complex scheduling demands, and manage related correspondence.

• Assist with the annual faculty performance evaluation and promotion process, coordinating chair talks and presentations at division conferences, booking travel.
• Maintain records on behalf our division leadership team on faculty related requests and projects, such as mentorship, evaluations and other requests.
• Support monthly faculty meetings, weekly section head meetings and other community building activities that occasionally occur after working hours. Tasks include set up of AV equipment, scheduling, preparing meeting materials and agendas, taking and disseminating meeting minutes.
• Tracking action items and decisions, and ensuring timely follow-up.
• Collaborate with division leadership to plan and execute special events to include reservations, invitations, CME certifications, and ensuring the successful execution of events.
• Coordinate all aspects of travel arrangements and including itineraries for Division Chief, and visiting speakers and others as requested.
• Support lab operations, as directed.
• Assist with submitting clinic closing documentation via Qgenda.
• Prepare expense reports and reconcile PCard expenses via Emburse Enterprise. Assist with CV maintenance.
• Perform other responsibilities and projects as assigned by the division leadership team.

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 five days per week.
• 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, be highly reliable, retain a high sense of ownership and accountability for workload, be flexible and resilient in the face of change, provide excellent