UNIV - Administrative Specialist - Department of Medicine: Administration
About The Position
The Department of Medicine Chair’s Office Administrative Specialist provides administrative and operational support to faculty, advanced practice providers (APPs), department leadership, and division administrators. The role coordinates provider documentation and departmental orientation; maintains records and tracking systems; supports leadership meetings and communications; and assists with departmental projects. The position reports to the Department’s Staff Affairs Coordinator and works collaboratively with the Vice Chair for Finance and Administration, Division Administrators, and institutional partners. The role supports APP credentialing and provider documentation, assists faculty and APPs with routine administrative questions, coordinates orientation and onboarding for unpaid individuals, and helps divisions with employee evaluations and planning stages. It maintains departmental databases, spreadsheets, shared files, and tracking logs; monitors documentation and renewal deadlines; coordinates FPPE form collection; and prepares status summaries for leadership. It also coordinates meetings, supports departmental procedures and reference materials, and assists with reports, presentations, correspondence, and special projects. The position requires a high school diploma and four years of relevant experience in business management, public administration, or administrative services, or a bachelor’s degree and two years of relevant experience. A bachelor’s degree in communications, business, public administration, or a related field and two years of professional administrative experience in higher education, academic medicine, healthcare, or a large complex organization are preferred. The position is scheduled for 40 hours per week and is hourly.
Requirements
- A high school diploma and four years of relevant experience in business management, public administration, or administrative services; or a bachelor’s degree and two years of experience in those areas.
- Ability to exercise good judgment, handle sensitive information appropriately, and maintain confidentiality.
- Excellent organizational and time-management skills.
- Strong interpersonal skills and ability to work collaboratively with faculty, advanced practice providers, staff, and department leadership.
- Ability to gather, organize, and present oral and written information clearly, concisely, and accurately.
- Ability to coordinate administrative requests across divisions and institutional offices and provide responsive service to faculty and advanced practice providers.
- Ability to manage multiple projects simultaneously and meet shifting deadlines in a fast-paced environment.
- Ability to manage timelines, approvals, and documentation.
- High proficiency in all aspects of the MS Office Suite, including Word, Excel, Outlook, and Teams.
- Self-motivated, adaptable, and willing to learn new tools, platforms, and processes as needed.
Nice To Haves
- Bachelor’s degree in communications, business, public administration, or a related field.
- Two years of professional experience supporting administration in higher education, academic medicine, healthcare, or a large complex organization.
Responsibilities
- Coordinate chair requests and supporting documentation for APP credentialing, working with divisions and the Medical Staff Office to ensure timely submission and follow-up.
- Assist divisions with provider documentation, including billing packets, practice agreements, and required administrative forms; verify completeness and route materials for review.
- Serve as an administrative resource for faculty and APPs, helping resolve routine questions and connecting them with the appropriate departmental or institutional office.
- Maintain provider documentation checklists and status updates in Smartsheet and other shared departmental tracking tools.
- Coordinate departmental orientation materials, introductory meetings, and resource information for faculty, APPs, and other department participants.
- Provide guidance on departmental administrative procedures, key contacts, required forms, and resources available through the Chair’s Office.
- Track completion of departmental orientation and provider documentation requirements; follow up with divisions and escalate delays to the appropriate administrator.
- Gather feedback on administrative services and assist with improvements to departmental support processes.
- Coordinate required documents for unpaid individuals, including students, job-shadowing participants, and interns, to ensure onboarding items are complete across divisions.
- Support divisions during employee evaluations, including assistance with relaunching evaluations.
- Manage Employee Planning Stages for all staff new hires to ensure timely completion.
- Maintain departmental databases, spreadsheets, shared files, and tracking logs for administrative activities and requests.
- Compile and validate information from divisions for leadership reports on provider documentation, pending requests, and departmental activities.
- Track program participation, required documentation, and completion of administrative activities.
- Monitor renewal dates and required documentation for APP licenses, registrations, and practice agreements; notify divisions of upcoming deadlines.
- Coordinate collection and routing of focused professional practice evaluation (FPPE) forms and related provider documentation with divisions and the Medical Staff Office.
- Maintain current supporting records and verify that documentation is complete, accurate, and appropriately stored.
- Prepare status summaries for department leadership showing outstanding requests, upcoming deadlines, and items requiring follow-up or resolution.
- Work with divisions to identify outdated records, resolve discrepancies, and improve data quality and tracking processes.
- Maintain a working knowledge of departmental administrative procedures and relevant institutional requirements.
- Coordinate leadership and division administrator meetings, including scheduling, agendas, background materials, minutes, and follow-up.
- Collaborate with faculty, APPs, division administrators, and institutional partners to communicate updates and resolve routine administrative issues.
- Assist with developing and updating procedures, reference materials, and standard forms to improve consistency and efficiency.
- Assist department leadership with reports, presentations, correspondence, and special projects; organize supporting information and track progress against assigned timelines.
- Provide additional administrative support to the Department and its divisions and perform other related duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
