Administrative Specialist Job Little Rock area,Arkansas USA,Administrative/Clerical

Administrative Specialist (Full Time, Hybrid/Rotating LR Based – Little Rock, AR 72201 US)

Scope of Position

Assist in the development, facilitation, coordination and administrative support of activities and deliverables, as assigned. Responsible for supporting the development, facilitation, coordination, implementation and evaluation of events and other focused meetings, conferences, and appointments for assigned area(s). Support the organization’s mission, vision, and values by exhibiting the following behaviors:
Honesty, Excellence, Accountability, Respect, and Teamwork.

Essential Job Functions

Provide administrative support services.

Maintain a working knowledge of department and contract deliverables.
Build knowledge of activities and functions across AFMC.
Coordinate and organize team internal and external business meetings, client, or third-party appointments, etc.
Coordinate and support team meetings, workshops, and seminars, as directed. Organize, coordinate, and support periodic outreach presentations and educational programs to facilitate the health care community’s participation in AFMC activities and projects.
Assist in developing and achieving schedules for projects considering contract deliverables, client needs, department workload, resource/capacity constraints and vendor capabilities.
Monitor timelines to ensure deadlines are met.
Create and store electronic records and maintain quality record keeping, following internal protocols and naming conventions.
Assist with software implementation used to document and archive records associated with all departmental operations, including continuing education activities, and tracking of new business opportunities.
Assist with developing forms and reports for assigned area(s) used for documentation and monitoring of activity performance, continuing education, deliverables, and time frames. Present progress and updates of project activities to team and all appropriate project staff at designated time intervals and as requested.
Assist assigned area(s) in the coordination and development of tools in collaboration with the project team and communications team.
Assist with specialized research, create, and maintain resource library including updated log of all catalog numbers. This research includes, but is not limited to, journal reviews, face‑to‑face interviews, focus groups, internet searches, research for presentation development and sharing expected.
Communicate effectively with all internal and external customers. Developing partnerships with entities recognized as integral in meeting project goals. Develop and/or maintain e‑groups pertinent to each relevant group of contacts.
Collaborate with Admin Support to research team options for business travel. Support finalizing travel arrangements with corporate travel coordinators.
Perform data entry, organize, file, and maintain departmental records, manuals and correspondence.
Receive and distribute all incoming correspondence including fax, memos, reports and e‑mail.

Assist with project management.

Use developed project management templates.
Coordinate and manage task information and evidence gathering, project participation, measurement, and evaluation.
Use project‑tracking software for reporting purposes.

Provide excellence in Customer Service.

Facilitate clear communication across teams.
Communicate effectively with all internal and external customers.
Seek and facilitate problem resolution and general assistance or referral as needed.

Develop and maintain contact groups for each area(s) of responsibility and related activity, both internal and external.

Adhere to format, content, and style guidelines, giving consideration to usability and ensuring accuracy, consistency, and quality.

Assist in coordination of employee relations activities.

Active participation in Administration Team meetings to address continuing education, skillset advancement and corporate administrative needs.

Maintain knowledge in other areas to assist as needed with the overall operation of the department.

Follow AFMC, state and federal protocols regarding data confidentiality/security and HIPAA compliance.

Additional duties as assigned.

Knowl…