Administrative Specialist

About the role

Assist in the development, facilitation, coordination and administrative support of activities and deliverables, as assigned. Responsible for supporting the development, facilitation, coordination, implementation and evaluation of events and other focused meetings, conferences, and appointments for assigned area(s).

Responsibilities

• Maintain a working knowledge of department and contract deliverables.
• Build knowledge of activities and functions across AFMC.
• Care for team internal and external business meetings, client, or third-party appointments, etc.
• Care for team meetings, workshops, and seminars, as directed.
• Organize, coordinate, and support periodic outreach presentations and educational programs to facilitate the health care community’s participation in AFMC activities and projects.
• Aid in the development and achievement of schedules for projects taking into consideration contract deliverables, client needs, department workload, resource/capacity constraints and vendor capabilities.
• Monitor timelines and to ensure deadlines are met.
• Create and store electronic records and maintain quality record keeping, following internal protocols, and naming conventions.
• Aid in the development and maintenance of forms and reports for assigned area(s) used for documentation and monitoring of activity performance, continuing education, deliverables, and timeframes.
• Present progress and updates of project activities to team and all appropriate project staff at designated time intervals and as requested.
• Aid in the coordination and development of tools in collaboration with the project team and communications team.
• Aid in specialized research, create, and maintain resource library including updated log of all catalog numbers.
• Communicate effectively with all internal and external customers.
• Develop and/or maintain e-groups pertinent to each relevant group of contacts.
• Collaborate with Admin Support to research team options for business travel.
• Support finalizing travel arrangements with corporate travel coordinators.
• Perform data entry, organize, file, and maintain departmental records, manuals and correspondence.
• Receive and distribute all incoming correspondence including fax, memos, reports and e-mail.
• Aid assigned area(s) in the coordination and development of tools in collaboration with the project team and communications team.
• Assist in coordination of employee relations activities.
• Active participation in Administration Team meetings to address continuing education, skillset advancement and corporate administrative needs.
• Maintain knowledge in other areas to assist as needed with the overall operation of the department.
• Follow AFMC, state and federal protocols regarding data confidentiality/security and HIPAA compliance.

Qualifications

• Intermediate skill level with MS Office (Word, Excel, Outlook, and PowerPoint).
• Type 50 wpm.
• Strong skills in business English and spelling are required.
• Ability to maintain confidentiality.
• Strong oral communication skills.
• Creativity.
• Customer service.
• Ability to meet deadlines.
• Attention to detail.
• Flexibility.
• Medical terminology.
• Ability to work collaboratively and independently to achieve stated goals.
• Initiative.
• Ability to relate professionally and positively with staff, business partners, customers, constituents, recipients and the public.
• Ability to multitask.
• Ability to prioritize.
• Strong organizational skills.
• Problem solving skills.
• Professionalism.
• Project management skills.
• Ability to read, interpret and apply laws, rules and regulations.
• Strong public speaking skills.
• Knowledge of quality improvement processes and techniques.
• Ability to travel, including overnight travel.
• Time management skills.

Skills and Abilities

• Intermediate skill level with MS Office (Word, Excel, Outlook, and PowerPoint).
• Type 50 wpm.
• Strong skills in business English and spelling are required.
• Ability to maintain confidentiality.
• Strong oral communication skills.
• Creativity.
• Customer service.
• Ability to meet deadlines.
• Attention to detail.
• Flexibility.
• Medical terminology.
• Ability to work collaboratively and independently to achieve stated goals.
• Initiative.
• Ability to relate professionally and positively with staff, business partners, customers, constituents, recipients and the public.
• Ability to multitask.
• Ability to prioritize.
• Strong organizational skills.
• Problem solving skills.
• Professionalism.
• Project management skills.
• Ability to read, interpret and apply laws, rules and regulations.
• Strong public speaking skills.
• Knowledge of quality improvement processes and techniques.
• Ability to travel, including overnight travel.
• Time management skills.

Requirements

• Physical and Sensory Requirements (With or Without the Aid of Mechanical Devices): Mobility, reaching, bending, lifting, grasping, ability to read and write, ability to communicate with personnel, ability to remain calm under stress and ability to lift up to 50 pounds.
• Must be capable of performing the essential functions of this job, with or without reasonable accommodations.

Education

• High School Diploma
• Desirable: Associate’s Degree

Experience

• Three (3) years’ experience in administrative support at a professional level.
• Desirable: Experience in healthcare preferred, project coordination/management experience preferred.