WHAT DOES AN ADMINISTRATIVE SPECIALIST DO?

Published: Nov 14, 2024 - An Administrative Specialist exercises independent judgment in setting priorities, updating workflows, and overseeing student employees. Manages protocol processing and review coordination in collaboration with veterinarians and scientific staff, while providing administrative support for IACUC meetings. Delivers outstanding customer service, communicates project updates, and supports loan processes, ensuring timely document collection and scheduling of appraisals and signings.

A Review of Professional Skills and Functions for Administrative Specialist

1. Administrative Specialist Duties

  • Approval Coordination: Understand and distinguish requests for sites of practice approval or independent clinical practice for Sites of Practice Committee review, ensuring all necessary information is available.
  • Communication Facilitation: Clearly and effectively facilitate communication between committee members, faculty applicants, department leadership, and staff.
  • Website Management: Maintain and update the Sites of Practice website to support applications, track approvals, and update policies.
  • Process Improvement: Implement process improvements and system development for the Sites of Practice website access, records management, and workflow.
  • Committee and Project Support: Support committees and projects for the Office of Faculty Affairs, including the Well-Being Steering Committee.
  • Quality Committee Management: Support the LifePoint Quality Committee and manage related projects and activities.
  • Task and Project Prioritization: Successfully prioritize and manage tasks and projects in a timely manner, with effective verbal and written communication.
  • Committee Organization: Independently organize and manage committees by following up with committee members between meetings and independently following through on assigned action items.
  • Agenda and Material Management: Proactively manage agendas, minutes, and meeting materials before scheduled meetings by engaging with the committee chair or presenting members.
  • Strategic Management: Demonstrate innovation in strategic management, process improvement, and infrastructure development, including administrative policy and process management.
  • Charter and Membership Management: Manage committee charters, membership, and records.

2. Administrative Specialist Details

  • Administrative Services Management: Manage all administrative services including, but not limited to recruiting effort oversight, ATS management, and candidate experience.
  • IT Coordination: Coordinate IT setup for new hires.
  • Facilities Management: Oversee non-clinical facilities management, furniture setup and maintenance, kitchen/pantry logistics, and swag items.
  • Executive Support: Prepare documents, correspondence, and expense reports for the CEO and executive staff.
  • Calendar Management: Manage calendar appointments for the executive staff, including investors and Board of Directors.
  • Appointment Coordination: Coordinate extremely active calendar appointments and requests.
  • Mail and Expense Processing: Responsible for timely mail distribution and expense report submission within the Office of the CEO.
  • Travel Coordination: Support EOM in travel coordination, itineraries, and agendas for the Office of the CEO.
  • Meeting Support: Support the Chief of Staff in organizing executive committee meetings and agendas.
  • Board Meeting Preparation: Assist EOM in compiling and posting Board meeting materials and coordinating travel related to Board meetings.
  • Filing System Maintenance: Maintain the filing system for the Corporate Secretary Office and Office of the CEO.
  • Phone Line Management: Address and triage phone lines for the Office of the CEO.
  • Meeting and Catering Coordination: Coordinate meeting requests and catering.
  • Event and Project Coordination: Coordinate with EOM and team of Executive Assistants on events and projects.

3. Administrative Specialist Responsibilities

  • Scheduling Management: Schedule all Surgical Critical Care (SCC) appointments and meetings, prepare and circulate agendas, and ensure supplemental materials are provided in advance.
  • Administrative Support: Provide administrative support for SCC meetings, including notifying presenters, sending notifications, preparing agendas, recording minutes, and arranging audiovisual needs.
  • Meeting Coordination: Attend meetings, record minutes, and disseminate them appropriately.
  • Onboarding and Orientation Coordination: Coordinate Critical Care Medicine (CCM) Advanced Practice Provider (APP) hiring, onboarding, orientation, and clinical privileges.
  • Reimbursement Management: Process licensure reimbursements for advanced practitioners, ensuring correct funding sources and timely processing.
  • Educational Module Competency: Complete MyTraining authorship course and maintain competency in using Storyline for building MyTraining education modules.
  • Website and Resource Maintenance: Maintain ICU website and SCC, Trauma & Acute Care Surgery Resources Bridge page by updating information, arranging user-friendly design, and managing memberships.
  • Design Improvement: Seek ways to improve website and resource page design for efficiency.
  • Scheduling Preparation: Proof, type, and distribute monthly call schedules for ICUs, ensuring schedules are posted timely on Bridge page.
  • Availability Coordination: Collect SCC faculty availability, help identify scheduling coverage, and inform the Director of anticipated conflicts in advance.
  • Interdepartmental Liaison: Act as liaison with departments and APP schedulers to coordinate resident, fellow, APP, and faculty coverage, managing rotation schedules and time-off requests.
  • Conflict Resolution: Identify gaps and conflicts in ICU scheduling and collaborate with SCC Medical Director, Associate Medical Directors, and supervisor for resolution.
  • Competency Tracking: Assist the Fellowship Coordinator with tracking fellows' competencies, meeting attendance, and clinical schedules.
  • Travel and Expense Management: Provide travel assistance and manage professional expense reimbursements for SCC fellows according to departmental guidelines.
  • Committee Liaison: Act as a liaison for faculty members with local, state, national, and international committees, organizing literature and arranging meetings.

4. Administrative Specialist Accountabilities

  • Time Management: Leverage impeccable time management and organization skills to manage and coordinate all appointments, calendar events, travel, and meetings for the designated executive.
  • Travel Arrangement: Arrange complex domestic travel and provide a detailed itinerary with each travel segment.
  • Meeting Coordination: Schedule and coordinate on and off-site meetings, liaise with attendees, prepare briefing materials, reserve appropriate space and catering, track and execute follow-up items.
  • Detail Orientation: Exercise a high level of detail and accuracy when managing, drafting, and editing communications in all formats (email, phone, and written).
  • Customer Service: Provide outstanding customer service when receiving and screening all incoming calls.
  • Safety Documentation: Receive and record incoming good catches, near misses, safety coaching observations, and customer contact meetings.
  • Executive Liaison: Meet with the Vice President daily when they are in the office to review important issues, the status of current projects, and receive instructions for new tasks.
  • Staff Alignment: Meet with staff monthly to ensure alignment with key business strategy and objectives.
  • Administrative Support: Provide general administrative support to include expense management, filing, coordination of calendars/events, updating of specific automated systems, generation of reports, etc.
  • Meeting Preparation: Set up and prepare for staff meetings and training sessions to leverage the department’s time and focus on the highest priority issues.
  • Point of Contact: Serve as the point of contact for administrative questions regarding 888 How’s My Driving, Intranet Data Entry, and ordering of safety literature.
  • Event Coordination: Track key office dates (birthdays/anniversaries, etc.) and coordinate recognition events.
  • System Updating: Update various internal systems/databases (e.g., injury records, OSHA citations, training records, written warnings) and create reports.
  • Report Updating: Update “key” internal reports, performance metrics, distribution lists, organization charts, and data feeds for department use on a scheduled or ad hoc basis.

5. Administrative Specialist Functions

  • Administrative Management: Manage regular administrative functions of the Animal Use Training Services program, including class scheduling, registrations, website management, billing, access activations, and handling special requests.
  • Judgment and Discretion: Exercise independent judgment and discretion in setting priorities, revising and updating procedures and workflow, approving and processing administrative changes to protocols, and overseeing the work of student employees.
  • Protocol Administration: Administer and manage the processing by veterinarians and scientific staff of animal use protocols in HoverBoard and prioritize reviews of grants and contracts by OAW reviewers.
  • Policy and Procedure Development: Help compose and review program policies, procedures, and operations, and manage their publication and dissemination.
  • Meeting Coordination: Prepare IACUC meeting materials and provide administrative support during IACUC meetings.
  • Customer Service: Provide exemplary, consistent customer service with attentive, timely, and thorough communication and information services.
  • Team Communication: Regularly inform team members about the status of projects, setbacks, or achievements.
  • Professional Development: Grow in the position through continuous learning and updating of skillsets in related duties.
  • Customer Support: Act as a point of contact for customer complaints or questions and respond promptly.
  • Document Collection: Follow up and collect borrower documents for loan submission and approval.
  • Loan Status Reporting: Report to a loan officer or loan coordinator on the status of submission and approval documentation.
  • Scheduling and Appraisals: Schedule loan signings and order appraisals.
  • Administrative Support: Perform various administrative duties associated with the typical mortgage loan process.
Relevant Information
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What Does An Administrative Associate Do?
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