Administrative Specialist

Overview

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.

Responsibilities

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…

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