Administrative Specialist I - Congenital Heart Center

About the role

The Administrative Specialist I provides high-level administrative support to the Center Director, Administrator, and affiliated leadership, ensuring the efficient day-to-day operations of the center. This role requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic healthcare environment.

Responsibilities

• Provide executive-level administrative support, including managing complex calendars, coordinating daily activities, and ensuring leadership is well-prepared for meetings and engagements.
• Cook up and schedule meetings, including preparing agendas, compiling materials, securing meeting space, arranging catering, and recording meeting minutes.
• Manage and maintain multiple calendars, including faculty schedules, conference room reservations, and surgical faculty leave calendars; proactively resolve scheduling conflicts and ensure deadlines are met.
• Triage incoming and outgoing communications, draft correspondence, and prepare responses on behalf of leadership, including sensitive and confidential matters.
• Cook up and coordinate faculty candidate visits and departmental visitors, including developing detailed itineraries and collaborating with leadership, faculty, staff, students, and external offices.
• Plan and execute departmental events such as conferences, retreats, and holiday functions in accordance with university and state policies.
• Arrange and manage travel logistics, including itineraries, reservations, registrations, travel authorizations, and reimbursements in accordance with institutional guidelines.
• Assist with preparation of presentations, proposals, reports, and other materials, including academic and fiscal reporting as needed.
• Support special projects and initiatives, ensuring timely completion and alignment with departmental goals.
• Perform general office and clerical functions, including answering phones, managing supplies, and maintaining organized records.
• Ensure appropriate routing of requests and information, exercising judgment to prioritize urgent or sensitive matters.
• Complete and maintain required administrative documentation, including timesheets and expense reports.

Qualifications

• Bachelor's degree; or an equivalent combination of education and relevant experience.
• Experience in a health care setting preferred.
• Familiarity with the roles of leadership within the University and hospital systems in order to effectively and appropriately provide professional level assistance.
• Proficiency in Microsoft Office including: Outlook, Word, Powerpoint, Excel and Access.
• Demonstrate ease of learning new programs.
• Maintain strict confidentiality.
• Interact professionally with the public in a sensitive and professional manner; ability to screen requests and materials effectively and handle a variety of situations readily.
• Able to multi-task.
• Work independently and as part of a team.
• Must be articulate and have a good command of the English language.
• Must be able to compose correspondence and reports, edit and proofread that of others.
• Must be punctual and maintain an excellent attendance record.
• Must be highly organized and capable of working under pressure and producing within deadlines.
• Able to prioritize own work and proceed with minimum supervision.
• Consistently demonstrate personal initiative; display interest in the overall well-being of the University and health system; take initiative to assist whenever possible in the success of entire institution.

Benefits

This position does not offer benefits.

Pay

$22.25 - $24.00 per hour; commensurate with education and experience.

Schedule

This position does not specify a schedule.