Administrative Specialist

American Addiction Centers • Charlotte, NC

1d • Onsite

About The Position

The UME Administrative Support Associate provides day-to-day administrative support to the Undergraduate Medical Education office. This position helps ensure the smooth operation of the department by maintaining common areas, coordinating supplies and mail, assisting staff and faculty, and serving as back-up to the Executive Assistant. The role requires reliability, strong organizational skills, and a proactive approach to keeping the office running efficiently.

Requirements

• High school diploma or equivalent required; associate’s degree preferred.
• 1–2 years of administrative or office support experience, preferably in an academic or healthcare environment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational skills and attention to detail.
• Ability to work both independently and as part of a team.
• Professional communication and customer service skills.

Nice To Haves

• Associate’s degree preferred.

Responsibilities

• Greet and assist visitors, students, and faculty; maintain a professional “front of house” environment.
• Sort, distribute, and prepare outgoing daily mail and deliveries.
• Monitor and maintain the appearance and cleanliness of common areas, including the break room, copy room, and conference rooms.
• Track and restock office, break room, and copy room supplies; place orders as needed.
• Manage equipment such as copiers, printers, assist with basic troubleshooting, schedule service calls when required.
• Reserve and set up conference rooms for meetings, ensuring technology, seating, and supplies are ready as requested.
• Process purchase orders, Staples and Amazon orders for department as requested.
• Maintain promotional items inventory within UME and Student Affairs.
• Provide general assistance to staff and faculty, including copying, scanning, filing, and basic document preparation.
• Serve as back-up to the Executive Assistant during absences, including managing phones, scheduling meetings, and processing routine requests.
• Assist with preparing meeting materials, agendas, and room setups for departmental activities or special events as requested.
• Support data entry, routine reports, and record maintenance as directed.
• Assist with special projects or tasks as assigned by the Executive Assistant or UME leadership.
• Help ensure compliance with basic departmental policies, confidentiality standards, and office procedures.
• Demonstrate and uphold Our Commitments: We “Lift Everyone Up”, We “Lead the Way”, We “Think Boldly Together”, We “Embrace the Unknown”

Benefits

• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED