Administrative Specialist I - Congenital Heart Center

Classification Title: Administrative Specialist I

Classification Minimum Requirements: Bachelors degree; or an equivalent combination of education and relevant experience.

Job Description: 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.
• Triage incoming and outgoing communications, draft correspondence, and prepare 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.

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

Required Qualifications:

• Bachelors 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.

Special Instructions to Applicants:

• In order to be considered, you must upload your cover letter and resume.
• This position is eligible for veterans preference. If you are claiming veterans preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veterans Preference Page for more specific information.
• Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required: No