Office Specialist, Office of Research & Global Health - School of Medicine

Brigham Young University•Provo, UT

1d•$47,500 - $61,500•Onsite

About The Position

The Office Specialist to the Offices of Research and Office of Global Health provides high-level administrative and operational support to the Associate Dean of Research and the Associate Dean of Global Health & Humanitarian Service. This individual will play an important role in supporting two strategic areas of the School of Medicine (MED) by coordinating calendars, meetings, communications, travel, events, and administrative activities that advance the research and global health missions of the school. This position will also work directly with and support other Research and Global Health faculty and staff, including the Directors of the Strategic Research Initiatives, Coordinating Directors of Global Health, Office of Research staff, and School of Medicine faculty and students. This position requires a high degree of professionalism, initiative, and diplomatic skill in representing the Associate Deans to academic partners, non-governmental organizations, government officials, and Area Presidencies and Humanitarian Services leaders of The Church of Jesus Christ of Latter-day Saints. A successful candidate will be highly organized, proactive, adaptable, anticipate needs, and contribute to a culture of collaboration in a spiritually enriching environment preparing students for a lifetime of service as Christ-centered physicians. This position is important to the success of the BYU School of Medicine, a newly established organization within the university. As the school continues to launch and grow, a successful candidate must demonstrate adaptability and a willingness to take on evolving responsibilities and assignments to support its effective implementation and ongoing operations.

Requirements

Bachelor’s degree plus one year of experience as an administrative/executive assistant, office manager, or equivalent experience OR Associate’s degree plus two years 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 takes initiative
Exceptional organizational skills
Strong attention to detail
Sees 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 (Word, Excel, PowerPoint, Outlook, Teams)
Maintains 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

Provides administrative and operational support to the Associate Dean of Research and the Associate Dean of Global Health & Humanitarian Service.
Coordinates calendars, meetings, committee activities, and day-to-day office operations.
Optimizes the operational efficiency of the Associate Deans (ADs) by coordinating appointments, assisting with meeting preparation, anticipating administrative needs, and supporting the ADs in other leadership activities.
Facilitates effective meetings, including inviting attendees, assisting with meeting prep such as documents, pre-reads, or presentations, preparing agendas, taking minutes, tracking action items, and preparing after-meeting correspondence, reports, and follow up appointments.
Manages communications and responds professionally to inquiries from faculty, students, staff, university leadership, and external partners.
Provides administrative support for the School of Medicine’s Strategic Research Initiatives (SRIs), student research, immersive experiences, global partnerships, faculty initiatives, and other strategic programs.
Prepares and maintains documents, administrative records, databases, and electronic files related to partnerships, site visits, agreements, research activities, immersive experiences, and other program initiatives.
Assists with the development and continuous improvement of administrative processes, office workflows, and operational procedures that support the growth of the School of Medicine.
Learns and effectively utilizes university administrative systems and technologies.
Anticipates administrative needs, exercises sound judgment, maintains confidentiality, and proactively supports the efficient operation of both offices.
Performs other duties as assigned in support of the mission of the BYU School of Medicine.
Coordinates domestic and international travel for the Associate Deans, SRI Directors, Coordinating Directors, and Research & Global Health faculty.
Facilitates extra steps required for international travel, including liaising with the office of the International Vice President, assisting with visa applications, and requesting letters of introduction.
Coordinates travel to BYU for visiting scholars and invited guest speakers.
Facilitates all aspects of the recruitment process for faculty, staff, and students in these offices, including assisting with screening, candidate communications, scheduling interviews, and coordinating decisions and notifications with the HR Business partner.
Assists with onboarding new Research & Global Health-related faculty and staff.
Collaborates with the HR Business Partner on projects and issues as needed.
Coordinates the logistics for Research & Global Health-related conferences, workshops, seminars, advisory board meetings, and other special events.
Supports the planning and coordination of the annual Faculty Research Fair and Student Research Symposiums.
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, retreats, and workshops.
Assists in the coordination of other conferences and events as needed.
Assists with purchasing materials and services needed by the departments and offices.
Submits and handles Workday transactions, such as expense reports and travel/spend authorizations.
Assists with tracking cost center budgets, prepares basic financial reports, and fulfills other administrative processes related to operational budgets and expenditures.
Collaborates with finance business partner on financial issues as needed and serves as backup when required.

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