Office Specialist, Office of Faculty - School of Medicine

Brigham Young University•Provo, UT

1d•Onsite

About The Position

The Office Specialist in the Office of Faculty coordinates the operations within the Office of Faculty at the BYU School of Medicine (BYU MED), consisting of the Associate Dean of Faculty and the Department Chairs. This role ensures efficient office operations, plans and executes events, provides budget reconciliations, and coordinates hiring and onboarding for new faculty and employees in the office. This position requires strong skills in organization, communication, and time-management; attention to detail; discretion with confidential information; and the ability to manage multiple priorities independently and collaboratively. The School of Medicine is looking for someone who is mission-aligned and will support the vision to foster a spiritually enriching environment where employees and students can deepen their testimonies of Jesus Christ while preparing students for a lifetime of service as Christ-centered physicians.

Requirements

Bachelors degree plus one year of experience as an administrative/executive assistant, office manager, or equivalent experience OR five years of experience as an administrative/executive assistant, office manager, or equivalent experience
A firm commitment to the BYU School of Medicine and the mission of BYU
Work in-person, Monday-Friday during normal business hours
Collaborative, customer-oriented attitude
Anticipates needs and take initiative
Exceptional organizational skills
Strong attention to detail
See tasks to completion, ensuring stakeholder needs are addressed and met in a timely manner
Professional written and verbal communication skills
Confidence with Microsoft Office Suite software
Maintain strict confidentiality with sensitive information and documents

Nice To Haves

Bachelor’s degree and three or more years of administrative support or office management experience
Event planning experience
Budget reconciliation experience
Knowledge of Workday
Knowledge of university policies and procedures
Project management skills

Responsibilities

Supports the coordination of all Clinical Affiliate Faculty.
Manages faculty records for all Full-time, part-time, and affiliate faculty, including CV’s and documents related to promotion and status.
Manages the execution of documentation and record keeping in compliance with LCME accreditation standards and BYU MED Bylaws.
Assists Chairs and Deans with creation, management, and training of the faculty rank and status process.
Plans and coordinates annual stewardship reviews of each faculty member.
Assists with coordination between the Office of Faculty and other BYU MED Offices on items related to faculty.
Manages office processes and procedures; provides recommendations for improvement.
Coordinates office/department meetings.
Assists with scheduling hiring interviews.
Assists with onboarding new employees.
Coordinates tracking of faculty leave as assigned.
Collaborates with the HR Business Partner on projects and issues as needed.
Plans and coordinates logistics of the annual faculty assembly, faculty council meetings, and other faculty events.
Supports the planning and coordinating of faculty development events and workshops.
Assists in the coordination of other conferences and events as needed.
Supports budget reconciliation for the Office of Faculty and Faculty Departments.
Pulls reports and conducts simple financial analysis to support budgeting, reconciliation, and decision making.
Assists with purchasing materials and services needed by the departments and offices.
Submits and handles Workday transactions, such as expense reports and travel authorizations, as needed.
Prepares meeting materials, attends meetings, takes minutes, and manages follow-up as necessary.
Plans and coordinates business travel for Department Chairs, Associate Deans, and other leaders as needed.
Manages calendars for Associate Deans or Chairs as assigned, including scheduling meetings, reserving rooms, etc.
Assists with responding to emails and sending emails as requested.
Stays up to date and provides guidance on University Policies & Procedures.
Other responsibilities as assigned.

Benefits

401k. BYU automatically contributes 8% at no cost to you. Additionally, if you contribute 5%, BYU adds an additional 4% (Rehires may qualify for different retirement plans)
Generous vacation and sick time, plus 13 paid holidays
Employee assistance program, available to the employee and all members of their household
Tuition benefits for employees and eligible family members
Access to athletic facilities
Excellent medical/dental benefits
Short/long term disability benefits
Paid parental and maternity leave
Wellness program
Free on-campus parking
Free UTA passes for employee, spouse, and qualified dependents
Discounts at the BYU Store and for many events at BYU