Office Specialist, Department of Preventative and Restorative Care (School of Medicine)

About the Role

As the Office Specialist in the Department of Preventative and Restorative Care, you will serve as the primary administrative lead for faculty and departmental operations, supporting the broader mission of the BYU School of Medicine Office of Faculty. This role coordinates faculty-related processes, ensures efficient office operations, plans and executes events, provides budget reconciliations, and coordinates hiring and onboarding for new faculty within the department. The position requires exceptional organizational, communication, and time-management skills, strong attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities both independently and collaboratively.

The ideal candidate is mission-aligned and committed to supporting the BYU School of Medicine's vision of fostering a spiritually enriching environment where employees and students can deepen their testimonies of Jesus Christ while preparing students for a lifetime of service as Christ-centered physicians. This role is key to the success of the newly established BYU School of Medicine, requiring adaptability and a willingness to take on evolving responsibilities as the school grows.

Responsibilities

• Office Coordinator
  • Supports the coordination of all faculty in the Department of Preventative and Restorative Care and works closely with other administrators in the Office of Faculty.
  • Manages faculty records for all Full-time, part-time, and affiliate faculty, including CVs and documents related to promotion and status.
  • Manages the execution of documentation and record keeping in compliance with LCME accreditation standards and BYU MED Bylaws.
  • Assists Chairs and Deans with creation, management, and training of the faculty rank and status process.
  • Plans and coordinates annual stewardship reviews of each faculty member.
  • Assists with coordination between the Office of Faculty and other BYU MED Offices on items related to faculty.
  • Manages department processes and procedures; provides recommendations for improvement.
  • Coordinates office/department meetings.
• Human Resource Specialist
  • Assists with scheduling hiring interviews.
  • Assists with onboarding new employees.
  • Assists with faculty appointment processes and documentation.
  • Coordinates BYU School of Medicine responsibilities with clinical and other responsibilities of faculty with affiliate partner organizations.
  • Coordinates tracking of faculty leave as assigned.
  • Collaborates with the HR Business Partner and HR Operations Specialist on projects and issues as needed.
• Event Coordinator
  • Plans and coordinates logistics for Departmental and Office of Faculty events.
  • Supports the planning and coordinating of faculty development events and workshops.
  • Assists in the coordination of other conferences and events as needed.
• Finance Operations Specialist
  • Supports budget reconciliation for the Department of Preventative and Restorative Care.
  • Pulls reports and conducts simple financial analysis to support budgeting, reconciliation, and decision making.
  • Assists with purchasing materials and services needed by the department.
  • Submits and manages Workday transactions, such as expense reports and travel authorizations.
• General Administrative Support
  • Prepares meeting materials, attends meetings, takes minutes, and manages follow-up as necessary.
  • Plans and coordinates business travel for the Department Chair, Associate Chairs, and other faculty leaders as needed.
  • Manages calendars for the Chair as assigned, including scheduling meetings, reserving rooms, etc.
  • Assists with responding to emails and sending emails as requested.
  • Stays up to date and provides guidance on University Policies & Procedures.
  • Other responsibilities as assigned.

Requirements

Minimum Education/Experience Required:

• Bachelor's degree, plus one year of experience as an administrative/executive assistant, office manager, or equivalent experience
• OR Associate's degree, plus three years of relevant experience
• OR five years of experience as an administrative/executive assistant, office manager, or equivalent experience

Preferred Education/Experience:

• Bachelor’s degree and three or more years of administrative support or office management experience

Qualifications

• A firm commitment to the BYU School of Medicine and the mission of BYU
• Work in-person, Monday-Friday during normal business hours
• Collaborative, customer-oriented attitude
• Anticipates needs and takes initiative
• Exceptional organizational skills
• Strong attention to detail
• See tasks to completion, ensuring stakeholder needs are addressed and met in a timely manner
• Professional written and verbal communication skills
• Confidence with Microsoft Office Suite software (Word, Excel, PowerPoint, Outlook, Teams)
• Maintain strict confidentiality with sensitive information and documents

Preferred Skills

• Event planning experience
• Budget reconciliation experience
• Knowledge of Workday
• Knowledge of university policies and procedures
• Project management skills

Benefits

• 401k: BYU automatically contributes 8% at no cost to you. Additionally, if you contribute 5%, BYU adds an additional 4% (Rehires may qualify for different retirement plans).
• Generous vacation and sick time, plus 13 paid holidays.
• Employee assistance program, available to the employee and all members of their household.
• Tuition benefits for employees and eligible family members.
• Access to athletic facilities.
• Excellent medical/dental benefits.
• Short/long term disability benefits.
• Paid parental and maternity leave.
• Wellness program.
• Free on-campus parking.
• Free UTA passes for employee, spouse, and qualified dependents.
• Discounts at the BYU Store and for many events at BYU.

Pay

Pay Grade: 49

Typical Starting Pay: $22.50-$29.25 per hour ($47,500-$61,500 annually). The actual compensation offered will take into consideration internal equity and may vary based on the candidate’s job-related experience, knowledge, skills, and other relevant factors. Candidates with very significant work-related experience may receive an offer higher than the posted typical range.

Schedule

This is an in-person role, Monday-Friday during normal business hours.