Business Operations Specialist

Business Operations Specialist - Job Opening 247562

How to Apply:

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Required Qualifications
Bachelor's degree from an accredited college or university in Business Administration or a related discipline and one year of administrative and/or management experience
OR
Associate's degree from an accredited college or university in a related field and a minimum of two years progressively responsible experience in administrative support positions, including two years at the Administrative Assistant 1 level.
OR
High School Diploma, GED, or equivalent from a State or Federal accrediting organization and three years progressively responsible experience in administrative support positions.

Job Summary
Provide administrative support to the Chairman for the Department of Medicine, Senior Administrator and subspecialty division managers. Perform high level decision making and is responsible for overseeing all day-to-day operations for multiple general and subspecialty divisions within the Department of Medicine. Position will support all areas of the AU mission (i.e., education, research, patient care and administration) which includes but is not limited to: performing HR functions, monitoring financial activities, ensuring compliance with all institutional policies and procedures and creating efficiencies within divisions.

Must demonstrate initiative, resourcefulness, and problem solving skills in applying a detailed knowledge of the responsibilities, functions and underlying structure of the department and of the larger institution in organizing and independently prioritizing work, establishing procedures and systems, and ensuring orderly and timely work flow.

Responsibilities include, but are not limited to:
Administrative Support:

• Provide administrative support to the Chairman for the Department of Medicine, Senior Administrator and subspecialty division managers.

• Support the department's academic, research, patient care, and service agendas with support and guidance of the Chair.

• Duties for Chairman include: arranging meetings of importance, maintain daily schedule, prepare and maintain travel documents, correspond important information with division chiefs and faculty/staff.

• Coordinate and process travel and reimbursements for the Chair.

• Medicine Grand Rounds coordinator to include keeping/updating the master schedule for the fiscal year, contacting each division for presenters; contact presenters to obtain necessary information and paperwork; coordinate CME credits for each presentation; communicate with caterers to provide lunch; set up for event each week to include preparing flyer and sign in sheets.

• Assists with Promotion and Tenure. Duties include contact faculty who are eligible for promotion; handling of all packets submitted; arrange committee meetings; work with faculty to perfect packets in accordance with guidelines and serve as a liaison with the Dean's office for faculty and committee

• members.

• Faculty Mentoring Program:
Assist with yearly Faculty Development/Mentoring program to include coordinating training for faculty by outside guest; making packets and ordering food/drinks.

• Manage monthly MAS reports for all faculty that have Medical Director duties making sure they are submitted in a timely manner.

• Updates the Department of Medicine webpages as needed.

• Serve as the IT Security Authority contact for faculty and staff to include requesting computer/application access for all new personnel.

• Answering daily phone calls for the Department of Medicine.

• Keep faculty files of confidential nature updated and organized.

• Prepare necessary paperwork to create or update faculty and staff positions within division (i.e., faculty and staff position description forms, position classification forms, position review forms, etc.)

• Create job postings for faculty and staff positions in People Soft HRMS.

• Manage job postings within People Soft HRMS
-review submitted resumes/CVs, coordinate staff interviews with position supervisor, create faculty candidate itineraries…