Administrative Spec II

Manages the administrative activities of the Chair’s Office, including:
Manages all aspects of Chair and Director calendars. Schedules complex meetings with senior leadership with a high degree of sensitivity and confidentiality.

Works with Chair, Director, and faculty leadership to develop and implement programming to support departmental programs and processes (e.g., strategic planning retreats, workshops, trainings, etc.). Collaborates with Director and leadership to ensure all departmental development programming remains within budget.

Oversees faculty recruitment for departmental leadership positions (in conjunction with HR Generalist). Schedules faculty candidates, prepares itineraries for prospective faculty members and site visitors. Includes scheduling appointments for these visitors to meet with department leadership and other faculty, arranging airline reservations, hotel accommodations, and distributing itineraries and curriculum vitae of the visitors to
recruitment committee. Oversees candidate’s travel, itinerary, and all aspects of on campus visits for departmental leadership searches.

Manages faculty evaluation process including oversees scheduling and collection of all data from department faculty, develops online intake form for collecting annual data and metrics; Collects and submits annual faculty compensation plan metrics.

Aids the Chair with daily and long-term organizational demands by drafting correspondence on his/her behalf, managing schedule, phone calls, meetings, travel, etc.

Maintains updated list of faculty awards and identify award nominees. Assists with compiling documents and letters needed for award nominations for numerous events.

Schedules, coordinates and prepares agendas for the department faculty meeting, 1:1 Chair/Chief meetings, executive committee meetings, hospital leadership meetings and more, including dissemination of final agendas and minutes.

Provides set-up of technology as needed such as Zoom, laptops, projectors, etc.

In support of the Director’s Office, manages office operations:

Screens candidates for administrative openings and participates in the interview/selection process. Develop operational policies and procedures for the department and individual divisions, as required. Monitors staff compliance.

Serves as a staff resource for professional development advice. Recommends professional development opportunities.

Develops and conducts teamwork and staff development training sessions.

Using specialized knowledge, develops and implements technology-based solutions to facilitate communication and training, including training tutorials.

Oversees special projects. Using project management software, tracks project status and communicates deadlines and milestones to accountable parties.

Performs other related duties as necessary.

Supervises departmental use of the QGenda scheduling software, including: Serves as the primary contact for departmental users of QGenda with questions, concerns, or other needs; Liaises with the QGenda corporate office when necessary; Builds and populates QGenda with divisions’ broad-scale schedules (i.e., automations and templates); Supports divisional administrative support staff with smaller-scale, day-to-day QGenda updates; With the Division Chief or Residency Program Director, as appropriate, develops QGenda workflows, policies, and procedures specific to each division’s needs; Gathers and analyzes data from QGenda to make strategic recommendations about clinical operations.

Processes Chair’s and Director’s expenses in accordance with established policy; Coordinates and processes all travel for Chair, Director, visiting professors, faculty applicants, etc.; Provides PCard for use by other departmental members and processes those expenses; Maintains fiscal responsibility and budgetary requirements when planning and managing.

Coordinates special projects, including: Annual Departmental Holiday Party, Annual Faculty and Resident Photograph and Awards Breakfast, Annual Departmental Retreat, Annual Staff Retreat, and more.

•           Demonstrated ability to work independently in a fast paced, high visibility academic or healthcare environment, exercising sound judgment, discretion, and initiative to identify issues and implement efficient, effective solutions with minimal oversight.
•           Extensive knowledge of advanced administrative office practices, procedures, and systems, including coordination of executive-level calendars, preparation of complex correspondence, management of confidential records, and support of senior leadership operations.
Working knowledge of hospital, academic medical center, or university policies and procedures, including those related to clinical operations, faculty affairs, human resources, and financial administration.
•           Exceptional written and verbal communication skills, with the ability to prepare executive-level correspondence, reports, presentations, agendas, and meeting minutes, as well as to synthesize and present statistical or operational data clearly and professionally.
•           Proven ability to communicate and collaborate effectively with a wide range of stakeholders, including senior hospital and university leadership, faculty, residents, administrative staff, patients, and external partners, while maintaining a high level of professionalism and diplomacy.
•           Strong organizational and project management skills, with the ability to manage multiple complex priorities simultaneously, maintain highly organized administrative and record keeping systems, track deadlines, and ensure accuracy and attention to detail.
•           Demonstrated commitment to professionalism, confidentiality, and ethical standards, with the ability to handle sensitive information discreetly and maintain composure in high pressure situations.
•           Proficiency with administrative technologies and systems, including calendar management tools, Microsoft Office applications, virtual meeting platforms, and database or scheduling software (e.g., QGenda or similar systems), with the ability to quickly learn and adapt to new technologies.