Administrative Specialist- Clinical Specialities

New York Institute of Technology•Old Westbury, NY

1d•$50,000 - $55,000•Onsite

About The Position

New York Institute of Technology's College of Osteopathic Medicine seeks an Administrative Specialist to work in the Clinical Specialties department at the Long Island campus. This role reports to the Chair and is responsible for overseeing daily operations, managing faculty licenses and certifications, coordinating travel and expenses, handling departmental payments and requisitions, tracking the budget, taking meeting minutes, updating syllabi, reporting CME credits, managing inventory, assisting with Workday platform policies, preparing documents for COCA visits, and handling facilities requests. The specialist will also interact and collaborate with other department administrative assistants.

Requirements

Bachelor of Arts (BA).
Able to multitask and follow up on multiple assignments at one time.
Ability to balance the day to day operations of a busy department with multiple clinicians.
Work closely with the department Chair.
Proficient in Excel, Word, Google docs, Onedrive and Zoom.
Detail oriented and able to keep excellent records for all activities in the department.

Nice To Haves

Knowledge of Workday management platform helpful.

Responsibilities

Oversee daily operations of Clinical Specialties Dept.
Maintain department chair's calendar to ensure conflict free.
Renew and maintain medical licenses, DEA licenses, board certifications & member dues for all faculty members.
Assist with booking all travel & hotel accommodations for department and Chair and all its faculty members for all conferences including trip reimbursements.
Assist with reconciling of all expenses not trip related in Workday platform.
Responsible for all departmental payments via company P-Card and all reconciliations.
Create purchase requisitions when departmental needs call for it and send to finance department with supporting documents.
Keep track of the departmental budget and ensure we do not go over our budget limits.
Responsible for taking and distribution of minutes for monthly departmental meetings.
Coordinate lunch for virtual/in-person meetings.
Update semester Syllabus for all Clinical Specialties faculty members & make changes when appropriate.
Report all CME credits for all CBL instructors, didactics calendar, Online lectures, Ultrasound program & BLS instructors.
Handle inventory of departments medical and office supplies as well as any books faculty needs purchased.
Help manage departmental Workday platform policies and procedures.
Help prepare documents needed for COCA visit as they pertain to the department and its faculty members when requested.
Handle facilities requests needed for Clinical Specialties faculty members & departmental needs.
Interact closely and collaborate with other department administrative assistants when needed.