Administrative Specialist

The Administrative Specialist for the Office of Faculty & Academic Affairs (OFAA) and Faculty Development (FD) provides administrative, operational, and logistical support that ensures the effective day-to-day functioning of the office and its programs. Serving as the primary coordinator for office operations, communications, records management, faculty support activities, and event logistics, the Administrative Specialist contributes to a positive and professional experience for faculty, administrators, institutional partners, and visitors. Working under the supervision of the Senior Director for OFAA-FD and in collaboration with the Associate Dean for Faculty Development and Program Manager, the Administrative Specialist coordinates faculty development initiatives, medical education programming, faculty onboarding activities, communications, faculty data management processes, and School of Medicine-wide recognition and professional development events. The position provides operational and logistical support for Program Manager-led projects and assists with implementation activities by coordinating communications, scheduling, documentation, data collection, and stakeholder engagement efforts. Through exceptional customer service, attention to detail, and effective coordination, the Administrative Specialist supports faculty success, promotes operational excellence, and helps sustain high-quality programs, resources, and services for the School of Medicine and its growing affiliate network.

Collaboration and Office Support:

• Provides visible front office support; greets and directs visitors; phone and message management.
• Responds to routine queries, escalating urgent requests to supervisor.
• Collaborates with academic department chairs, faculty and affiliate staff to support timely processing of faculty actions and correspondence.
• Provides calendar and meeting management for the OFAA and FD, the Dean for FAA and the Assistant Dean for FD; create agendas, document meeting minutes, processes travel reimbursements and requests.
• Develops and maintains a working knowledge of essential documents, policies and procedures related to the SOM faculty and those that govern the operations of the office.
• On occasion, serves as backup to Dean’s Office staffs.
• Attends professional development and training programs pertinent to office and personal skills development.

Program Coordination and Event Planning:

• Provides central coordination functions and administrative support to programs sponsored by the OFAA and FD; tracks progress and ensures timely completion; programming includes both monthly as well as annual College- and SOM-wide events such as the Dean’s Faculty Awards; Dean’s New Faculty Welcome; Academy Recognition Events, etc.
• Coordinates data collection, survey administration, and logistical support for needs assessments, and program evaluations.
• Oversees venue scheduling and related planning details for professional development programs sponsored by the OFAA and FD such as speaker invitations, creation of flyers, advertisement/promotion, participant registration/ attendance and content development.
• Manages associated Continuing Medical Education (CME) applications such as for the Academy of Medical Educators; Faculty Mentoring Programs; Annual Teaching and Learning Symposium; Medical Education Grand Rounds, etc.

Faculty Data Steward:

• In partnership with the Project Manager and others, contributes to the quality improvement and functionality of the office including its SharePoint and other centralized platforms and systems.
• Provides data entry and validation within the office's Faculty Data Management Systems (FDMS) (e.g. Banner, Access, etc.) including faculty academic actions such as status changes, appointments, promotions and separations, etc.
• Interfaces with faculty and department administrators to ensure faculty information, reports and rosters are accurate.

Faculty Onboarding and Communication:

• Drafts and distributes correspondence relating to the work of the office such as faculty (re)appointment letters, committee appointments, etc. and contributes to letter template updates and development.
• Assists in the development of materials that support an informed community regarding faculty onboarding, website content, resource access, faculty promotion and curriculum vitae, etc.
• Contributes to the development of office announcements and newsletters (e.g. Constant Contact), and in collaboration with public relations as appropriate to keep the community informed, showcase resources, etc.
• Other duties as requested by the Director and/or Dean, FAA

• Bachelor's degree in business administration, public health, health professions education or related work experience preferred.
• Proficiency in Microsoft Office Suite required.
• Demonstrated experience with technology supporting virtual meetings with AI enhanced tools (e.g. Zoom, Teams, etc.)
• Experience with project and work-management tools such as Planner, etc. preferred.
• Adept with Banner Ellucian software product preferred.
• Experience with and/or desire to gain skills in Constant Contact, Docusign, Qualtrics, and other evolving software support systems and AI-enabled technology as identified.
• Ability to adapt to changing software landscape; willingness to develop additional skills to support personal and team success with such changes and/or learn software tools on-the-job.
• Knowledge of performance improvement and project management tools desirable.
• Strong written and verbal professional communication skills; ability to interface effectively with SOM and College leadership, clinical site leadership and external accreditation agencies; strong professional/business etiquette.
• Minimum of five (5) years working in an academic health center environment or equivalent educational or administrative setting requiring a high level of professional customer service, and the ability to develop and foster strong collaborative relationships.
• Growth mindset, flexibility and willingness to learn in a collaborative, purpose-driven, and enthusiastic academic health center team.
• Creative and flexible individual who enjoys professional customer service.
• Demonstrates sound judgement, discretion, and professionalism in all interactions and communications.
• Strives for accuracy, quality, and efficiency in work products.
• Ability and/or openness to innovate, problem-solve, think critically and work independently as well as part of a team.
• Understands limitations, asks for assistance; responds positively to feedback and provides constructive solutions to identified challenges.
• Office-based environment; ability to sit and perform computer-based for the workday; hybrid and flexible schedule available.
• The Administrative Assistant works in a collaborative academic environment requiring frequent interaction with faculty, administrators, coordinators, staff, technology teams, and external partners. The role may involve managing multiple tasks flexibility in adapting to evolving institutional strategic growth and priorities.