External Affairs Specialist

Nicklaus Children's Hospital•Miami, FL

14h

About The Position

Responsible for business and office operations across multiple cost centers, including contracts, communication, and budgets, while keeping leaders informed of status. Provides administrative and event support, coordinates travel, and works closely with executive and administrative leaders. Procures resources and coordinates team efforts to deliver timely services. The role supports the Community Affairs and Government Relations team with operations, projects, events, sponsorship renewals, supplies, and calendar management. It requires professionalism, attention to detail, independent judgment, discretion, and the ability to handle sensitive information and multiple tasks in a fast-paced environment.

Requirements

Bachelor's degree in Healthcare, Public Administration, Business, or a related field.
2–4 years of administrative or clerical support experience.
Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Ability to learn new software applications.
Independent, strong problem-solving skills.
Excellent verbal and written communication skills.
Ability to work independently and flexibly with minimal supervision.
Ability to adapt and react calmly under stressful conditions.
Ability to maintain confidentiality of sensitive information.
Ability to prioritize and handle multiple concurrent tasks.
Ability to manage complex tasks in a fast-paced environment.
Strong attention to detail.
Ability to represent the department or function professionally, courteously, and efficiently.

Responsibilities

Manage business and office operations, including contracts and communications, for multiple cost centers and keep leaders informed of status.
Develop, maintain, and reconcile department budgets; monitor current and upcoming needs and control unbudgeted expenses.
Verify and submit invoices in PeopleSoft, ensuring accuracy and compliance.
Participate in meetings with leaders; prepare agendas, confirm attendees, and take minutes.
Work with the Community Affairs and Government Relations team on projects and events.
Compile, research, and analyze data related to practice operations for business and office projects.
Monitor office coverage through the scheduling system and submit work orders for phone, computer, equipment repairs, and services.
Process reimbursements and coordinate travel as requested by the Community Affairs and Government Relations team.
Update and maintain policies, guidelines, and documents in PolicyStat, ensuring they are current and compliant.
Assist with planning, coordinating, executing, and providing on-site support for events and initiatives, including stakeholder collaboration and event logistics; attend events as required.
Coordinate ordering, tracking, and replenishment of supplies and promotional materials for Community Affairs activations.
Coordinate sponsorship renewals and help oversee the Community and Government Affairs calendar, tracking deadlines, deliverables, and key dates.
Handle day-to-day operations and specific tasks professionally and with attention to detail in a fast-paced environment.
Use independent judgment, discretion, and professionalism when handling sensitive and confidential information.
Provide timely customer service to clients and coworkers.