Administrative Specialist Intermediate

Administrative Specialist

The Department of Neurosurgery is seeking a highly organized, detail-oriented, and proactive Administrative Specialist to provide advanced administrative support for faculty and fellowship credentialing, faculty recruitment and onboarding, faculty promotions and periodic career reviews, and staff recruitment activities.

The Administrative Specialist will work closely with department leadership, faculty, the promotions committee, fellowship leadership, HR partners, and administrative teams to ensure timely, accurate, and effective coordination of critical faculty and staff processes.

The successful candidate will demonstrate excellent judgment, discretion, organizational skill, and the ability to manage multiple priorities in a fast-paced academic medical center environment. This role requires the ability to handle confidential information, communicate professionally with a wide range of stakeholders, and independently move complex administrative processes forward.

This position reports to the Chief Department Administrator.

This position will function in a hybrid capacity with a minimum of 2 days in the office per week.

Faculty Recruitment and Onboarding

• Serve as the lead administrative coordinator for faculty recruitment activities within the department.
• Coordinate faculty recruitment logistics, including interview scheduling, itinerary development, meeting coordination, candidate communications, and preparation of recruitment materials.
• Partner with faculty search committees, department leadership, HR, and other administrative offices to support timely and effective faculty recruitment processes.
• Assist with faculty offer, appointment, and onboarding processes, ensuring required documentation and communications are completed accurately and on schedule.
• Coordinate onboarding and orientation activities for new faculty, including preparation of onboarding materials, scheduling introductory meetings, supporting access requests, and assisting with workspace, equipment, and technology needs.
• Serve as a resource for new faculty during the onboarding period, helping connect them with appropriate departmental, institutional, research, clinical, and administrative resources.
• Track faculty recruitment and onboarding progress, maintaining accurate records and follow-up items.

Fellowship Credentialing and Administrative Support

• Coordinate fellowship credentialing processes in collaboration with fellowship leadership, GME partners, credentialing offices, HR, and other institutional stakeholders.
• Track required documentation, deadlines, approvals, compliance requirements, and credentialing milestones for incoming and continuing fellows.
• Assist with preparation, collection, review, and submission of fellowship-related materials, ensuring accuracy and completeness.
• Support communication with fellows, program leadership, faculty, and administrative offices regarding credentialing requirements, onboarding tasks, and related timelines.
• Maintain organized and confidential records related to fellowship credentialing and onboarding.

Faculty Promotions, Career Reviews, and CV Maintenance

• Provide administrative support for faculty promotion processes, including preparation, tracking, and organization of required materials.
• Work closely with faculty, department leadership, and the promotions committee to coordinate promotion timelines, meetings, documentation, and follow-up items.
• Assist with periodic career reviews, including scheduling, document collection, preparation of review materials, and tracking completion.
• Coordinate and maintain monthly faculty CV updates, ensuring faculty CVs are current, accurate, and formatted according to departmental and institutional standards.
• Communicate with faculty on a regular basis to obtain updated scholarly activity, teaching contributions, service roles, grants, publications, presentations, awards, clinical accomplishments, and other professional activities.
• Maintain confidential faculty records and ensure promotion and career review materials are handled with discretion and accuracy.
• Track faculty review cycles, promotion eligibility, committee deadlines, and required documentation using departmental systems or tracking tools.
• Assist with drafting, editing, formatting, and compiling faculty affairs documents, letters, reports, and related materials.

Staff Recruitment, Posting, and Hiring Support

• Support the recruitment, posting, and hiring processes for staff roles across the department.
• Partner with the Chief Department Administrator, hiring managers, HR representatives, and operations leadership to coordinate staff position postings and recruitment activity.
• Assist with preparation and submission of position descriptions, job postings, and related hiring documentation.
• Coordinate interview scheduling, candidate communications, interview materials, and hiring committee logistics.
• Track staff recruitment progress and provide status updates to department leadership and hiring…