Administrative Specialist - Department of Medicine

About the role

The Administrative Specialist provides comprehensive administrative and operational support to the Department of Medicine and Human Resources, including coordinating departmental communications, maintaining confidential personnel records, supporting faculty immigration processes, managing calendars, and assisting with staff recruitment and onboarding.

Responsibilities

• Manage and coordinate calendars for the Human Resources team, including scheduling meetings, conference calls, appointments, and other departmental events.
• Provide cross-coverage and administrative assistance for other department staff as needed.
• Order, track, and maintain office supplies and coordinate general office services.
• Sort and distribute daily mail.
• Answer, screen, and route incoming phone calls and email correspondence to appropriate individuals.
• Manage and maintain all departmental lists.
• Assist with planning and coordinating staff appreciation events.
• Create, publish, and distribute the Department of Medicine's monthly newsletter.
• Create and maintain accurate, organized, and confidential electronic and paper filing systems, including confidential personnel files.
• Maintain and update departmental tracking spreadsheets:
  • F1 Staff Position Spreadsheet
  • F1 Faculty Position Spreadsheet
• Print, route, and file documentation related to the Department of Medicine's H-1B visa petitions.
• Track and route faculty immigration-related invoices to ensure timely processing and payment.
• Coordinate administrative activities related to staff recruitment and onboarding.
• Monitor staff job postings and communicate applicant status updates to departmental divisions.
• Coordinate candidate interviews with hiring divisions.
• Conduct professional reference checks for selected candidates.
• Collaborate with MedBest to confirm compensation rates and start dates.
• Communicate employment offers and onboarding information to selected candidates.
• Enroll hired candidates into the appropriate Upstate systems and required training.

Requirements

• Associate’s Degree or pertinent college-level courses and three years of administrative/office management experience.
• Proficient in office software, including spreadsheets.
• Ability to work independently and handle multiple priorities.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive personnel information.
• Strong attention to detail with excellent proofreading and document formatting skills.
• Customer service-oriented with the ability to prioritize competing responsibilities.

Will consider equivalent combination of education and experience.

Benefits

• Health, dental, and vision insurance.
• Eligibility for employer 401k funding after 1 year (3% quarterly/5% annual on vesting schedule).
• Tuition reimbursement.
• Generous paid time off, including vacation and personal time, paid sick leave, holidays, and floating holidays.

Pay

$21.25 - $30.77 per hour. Salary is based on candidate skills, experience, qualifications, internal equity, market, and business considerations.

Schedule

Monday - Friday, daytime hours.