External Affairs Specialist

Nicklaus Children's•Miami, FL

10d

About The Position

The External Affairs Specialist is responsible for business and office operations across multiple cost centers, including contracts, communications, and budgets, while keeping each leader informed of status and needs. The position provides administrative and event support, coordinates travel, and works closely with executive and administrative leaders. It also coordinates team resources and efforts to deliver timely services. The role supports the Community Affairs and Government Relations team with projects, events, sponsorship renewals, calendar coordination, and community activations. It involves managing event logistics and operations, coordinating supplies and promotional materials, maintaining policies and documents, and handling sensitive information with discretion. The specialist works in a fast-paced environment and is expected to provide professional, timely service to clients and coworkers.

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 manage multiple concurrent tasks and complex work 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; track ongoing 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 a scheduling system and submit work orders for phone, computer, equipment repair, and service needs.
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 documents are current and compliant.
Assist with planning, coordinating, executing, and providing on-site support for events and initiatives; collaborate with internal and external stakeholders and attend events as required.
Coordinate ordering, tracking, and replenishment of supplies and promotional materials for community 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 assigned tasks professionally and with attention to detail.
Use independent judgment, discretion, and professionalism when handling sensitive and confidential information.
Provide timely customer service to clients and coworkers.