Administrative Spec II

Classification Title:

Administrative Specialist II

Classification Minimum Requirements:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description:

Set yourself on a path for growth in your career by working with a dynamic team of researchers, faculty, staff and administrators. This position serves several exciting components housed in the Department of Health Outcomes and Biomedical Informatics. First, you will be a key piece of the team who administers the Claude D. Pepper Older Americans Independence Center in our pursuit to improve the lives of older Americans! This role also supports the Institute on Aging (IOA) where the Pepper Center is operationally housed. Second, you will support an energetic yet humble group of faculty in the Division of Clinical and Population Health Integration. Lastly, you will help springboard young researchers who are being mentoring through a government sponsored training award.

We are recruiting an independent person who has a strong work ethic and is an independent thinker. We are looking for someone who brings a sense of customer service, clever thinking and desires collaboration. If you are someone who enjoys working with multiple teams, learning new skills and making a difference, then this position is a perfect fit for you.

As the go-to Administrative Specialist, you will coordinate and participate in leadership meetings while serving to foster the next generation of researchers and clinician scientists. In this position, you will be the center-point of our daily operations – e.g. purchasing, inventory, scheduling, travel, procurement, reports. Your work results in smooth daily operations that contribute to our success. Successful candidates must be committed to working with a varied professional team in a fast-paced research environment.

We offer a competitive salary, and annual professional development opportunities (e.g. membership and conference networking). We invest in our team members and want to give you the opportunity to have continued career growth.

Duties:

Provides administrative coordination to the Claude D. Pepper Older Americans Independence Center which is operational housed in the Institute on Aging. Major activities include event planning and coordination, including but not limited to: meetings, lectures, lecture series, workshops, short courses, and conferences (onsite and offsite). This includes advertising events and organizing audio/visual for both in-person and virtual meetings. Other activities include arranging meetings for coordinators and investigators, coordinating travel arrangements, assisting with reimbursements, and coordinating purchases.

As the first point of contact for the Pepper Center, the incumbent provides a high level of customer service to visitors arriving for appointments or seeking assistance from the director and investigators.

Reviews draft materials prepared by individuals or offices for review and approval.

Provides responses to telephone requests some of which are detailed and/or confidential not requiring the direct involvement of the director/s.

Provide clerical/administrative oversight for the Executive, Independent Advisory Committee, and External Advisory Committees.

Performs other Center-specific duties as assigned.

Responsible for the overall administrative operations of the Division.

Serve the division faculty in conducting administrative tasks and scheduling meetings.

These include accounting record of transactions related to both the division, coordinating and planning purchases for subscriptions, memberships, supplies, and equipment necessary for the operation of the division.

Maintaining inventory of equipment and supplies.

Primary person responsible for purchasing and tracking through existing departmental systems.

Be the primary contact and administrative liaison for government backed education training awards in the division and the Center.

Roles will include assisting in recruiting trainees (e.g. graduate students, post-graduate fellows and junior faculty), coordinating trainee activities and tracking trainee progress during and following their enrollment.

Recruiting involves generating and distributing open positions, disseminating information to prospective applicants and making connections with partnering institutions.

Recruiting activities also involve outreach activities in partnership with the directors and advertisements at national and international conferences.

Update website, any online materials and manage incoming applications. Other tasks include assisting the central administration with completing required federal forms, project reports, and assisting with human resources processing.

Provide clerical/administrative support for the Executive, Independent Advisory Committee, and External Advisory Committees.

Organize virtual and onsite interviews for open positions and communicate with candidates.

Provide calendar and scheduling support for the Pepper Center/IOA director/Division Chief.

Assists with the preparation, maintenance, and management of Curriculum Vitae, biosketch and other support documentation.

Communicates with program faculty, program teams, and other Institute, Department, and University leadership, faculty, and staff; sponsors; and other external constituencies.

Expected Salary:

$55,000 - $69,700

Required Qualifications:

Bachelor's degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred:

• Customer service attitude
• Experience in administrative support services
• Excellent attention to detail
• Excellent written (in English) and oral communication skills
• Ability to work independently and to collaborate with faculty, staff, and healthcare professionals at multiple levels
• Well organized and ability to to create systems for tracking and monitoring activities
• Ability to prioritize and execute tasks with minimal supervision
• Ability to receive and maintain confidential or sensitive information
• Demonstrate strong skills and proficiency in Excel, Word, Powerpoint, Adobe, and web navigation tools and programs
• Adaptable to learning new software and task when required
• Proficient in scheduling tools, such as outlook, Doodle.com, WebEx, Zoom, Teams

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter and resume.

This is a time-limited position.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:No