Reporting to the Director of Programming, the Administrative Specialist will support the educational programs and initiatives developed by the office of Faculty Affairs. The Administrative Specialist will support the organization, planning and execution of a variety of faculty development programs and events including the Women Advancing in Academic Medicine (WAAM) program; the grantsmanship, financial planning, promotions and lunch with leadership series; and leadership development training. Monitors expenses, oversees purchasing of supplies, and ensures events stay within budget. Maintains the OFA website and develops communication vehicles such as newsletters, fliers, and presentations. Maintains the system for tracking participation and impact of programming. Assists with developing quarterly executive reports on programming which can be shared with Divisional leadership. Works closely with the Director of Programming to research faculty development and other activities at other institutions and adapt them for the Biological Sciences Division. Provides high level support for the organization of the Committee for Faculty Award Nominations (CFAN) and the Advisory Committee for Assistant Professors (ACAP). Supports the other activities of the office including providing support for funding opportunities and the annual distinguished faculty awards.
Research potential internal and external facilitators; draft communications to faculty, design event related fliers, agendas, and presentations; coordinate logistics (book rooms, order catering, set up events, and travel arrangements); and collect participation and evaluation data.
Create and maintain the budgets for large initiatives, as well as reconcile GEMS reports, manage e-payments and purchasing.
Leads the scheduling and logistics, communication with committee members, note taking, and organization of committees.
Maintain a comprehensive database of honorific societies and awards, including deadlines and eligibility requirements; assist in identifying potential nominees for consideration; research new awards and opportunities.
Draft communications to committee members, presenters, and departments; archive candidate materials and presentations.
Support annual ceremonies by collecting and distributing nominations to the co-chairs, drafting materials for the ceremony including the Deanâ™s remarks, and coordinating logistics.
Design and edit documents, such as PowerPoint presentations, newsletters, event fliers, and reports.
Assist with the Office of Faculty Affairs website design and updates.
Schedule meetings and manage the calendars of all Office of Faculty Affairs team members.
Expertise in using Microsoft Office Suite required, including Excel.
Experience managing budgets required.
Experience maintaining websites preferred.
Excellent interpersonal, oral and written communication skills required.
Ability to communicate complex ideas in a clear and concise manner required.
Demonstrated administrative and coordination skills required.
Attention to detail required.
Strong analytical and organization skills required.Experience with project management preferred.
Ability to work independently to make progress on initiatives or activities required.
Ability to demonstrate a high degree of professionalism and respond with diplomacy and tact required.
Ability to be flexible and adapt to changing direction, new information, or new requirements required.
Ability to multi-task and coordinate multiple projects simultaneously required.
Ability to respond positively to feedback and direction required.
Ability to work under pressure required.
Ability to work successfully with University faculty, staff, and students required.
Ability to handle confidential information with utmost discretion required.
Education, Experience and Certifications:
High School diploma required.
Bachelor's degree preferred.
At least 3 years of advanced administrative experience required.
Experience in higher education preferred.
Writing Sample preferred
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application
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Internal Number: JR04257
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