Admin Services Specialist - Endocrinology

BASIC FUNCTION

Contribute to the success of the Division of Endocrinology and Metabolism by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.  Key areas of responsibility include operational, information, and communication management; Human Resources, Financial, and Strategic Planning

Job Duties:

• Support the daily administrative activities for the Division of Endocrinology and Metabolism, including coordination of specialized and routine events and activities and appropriateness of expenditures.

• Accountability for the administrative duties related to the division’s clinical schedule, including division faculty, fellows, Department of Medicine resident rotations in Endocrinology, and Carver College of Medicine student rotations scheduled in the Division.

• Provide administrative support to the Division Director, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing and distributing correspondences, and prioritizing events/meetings.

• Monitor required faculty compliances and required attendance and provide basic guidance and advice.

• Responsible for facilitating recruitment of new divisional faculty which includes coordination/ preparation of agenda and travel arrangements. Serve as point of contact to recruits and applicants. Work with departmental faculty HR to ensure guidelines and rules are being followed.

• Responsible for the coordination of onboarding of new faculty members. Coordinate schedules to ensure new faculty are receiving the appropriate training and tools necessary to be successful. Work with the Division Administrator to identify office space and assignment of secretarial support staff.

• Initiate purchasing requests for the division.

• Assist in the preparation of required periodic and/or special reports.

• Prepare financial reimbursements, monitor accounts, and reconcile university P-cards including honorariums and payment of recruitment expenses.

• Coordinate divisional meetings, external events (retreats, team-building exercises, etc.), and conferences under the direction of the division director, which includes gathering of data, assisting in preparing of agenda, taking minutes where appropriate, and assuring details are accurate.

• Serves as a liaison between patients, faculty, staff, division, and department administration (internal medicine and others) in the Carver College of Medicine.

• Assist with planning, developing, coordinating and implementing short and long range goals as outlined in the strategic plan for the project, program, unit, department or college/division.

• Assist with assuring compliance with various policies or procedures (e.g., Safety, Human Resources and Purchasing).

• Other duties as assigned.

SUPERVISION RECEIVED

Supervision is received from the Division Administrator. 

SUPERVISION EXERCISED

Functional and administrative supervision is exercised over support staff.