Administrative Specialist I - Congenital Heart Center

Administrative Specialist I

Bachelor's degree; or an equivalent combination of education and relevant experience.

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.

Key Responsibilities Include:

• Provide executive-level administrative support, including managing complex calendars, coordinating daily activities, and ensuring leadership is well-prepared for meetings and engagements.
• Coordinate 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.
• Triages incoming and outgoing communications, drafts correspondence, and prepares responses on behalf of leadership, including sensitive and confidential matters.
• 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.
• Process expenditures, invoices, memberships, subscriptions, and other payments through university systems.
• 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.

Additional Information:

This position requires a high level of professionalism and discretion, as it involves handling sensitive and confidential information. The ideal candidate is detail-oriented, proactive, and capable of working independently while supporting a dynamic leadership team.

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

Bachelor's degree; or an equivalent combination of education and relevant experience.

PREFERRED:

• 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.
• Ability 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;
• Must be able to prioritize own work and proceed with minimum supervision.
• Ability to maintain professional approach at all times is necessary.
• 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.

In order to be considered, you must upload your cover letter and resume.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information

Application must be submitted by 11:55 p.m. (ET) of the posting end date.