Administrative Specialist

Job Description Summary

Provides skilled administrative support to a group of principals and/or a program. Duties may include assisting in specialized document preparation, such as grant applications, progress reports, and curriculum vitae, and preparation of correspondence and other administrative document drafting and preparation, telephone support, patient scheduling assistance and meeting planning and coordination, filing, copying, and pick-up and delivery of documents from other offices.

Job Description

ESSENTIAL FUNCTIONS

1. Provides administrative and/or secretarial support for designated clinical programs, projects, or physicians.
a. Assists in specialized document preparation, such as grant applications, progress reports, and curriculum vitae, and preparation of correspondence and other administrative document drafting and preparation
b. Provides telephone support and coordinates schedules for Directors.
c. Plans and coordinates meetings and schedules. May coordinate conferences or other group meetings.

2. Participates in coordination of program activities and plans and coordinates administrative compliance-related actions.

3. Ensures grant applications and progress reports are prepared in a timely manner.

4. Assists principals with private funding development initiatives and provides primary administrative support for pre- and post-award gift funding

5. Serves as primary administrative contact for principals and other group members.

6. May manage personnel-related administrative procedures for a group or department; including professional staff recruitment support; academic and hospital appointment administration; coordination of annual professional staff review process; institutional and individual training grant administration.

7. Provides back-up secretarial support if needed.

I. Technology and Learning
a. Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
b. Embraces technological advances that allow us to communicate information effectively and efficiently based on role.

JOB REQUIREMENTS

Minimum Education - Preferred

Associate's degree and/or 2-4 years equivalent experience, Bachelor's degree preferred.

Minimum Work Experience

Two to five (2-5) years experience in an office setting required, preferably supporting a senior executive or professional group. Experience working in a medical setting or comparable business environment is highly preferred

Required additional Knowledge, and Abilities

Excellent English language reading, writing, and speaking skills required. Demonstrated ability to draft reports, correspondence and other administrative documents as needed.
Demonstrated ability to organize meetings and carry out complex scheduling required.
Knowledge of medical terminology preferred