FL - Administrative Specialist - School of Health Professions

Job Description

Job Description

¡Para la gente y el futuro! For the people and the future!
Join Our Team: Where We Belong

Summary:

The Administrative Specialist provides comprehensive managerial leadership for administrative aspects to ensure the efficient functioning of programs and departments within the School of Health Professions. This role coordinates day-to-day activities, manages information and systems, and assists with planning and development initiatives. The Administrative Specialist serves as a key resource for communication, scheduling, and organizational processes, exercising discretion and independent judgment in handling sensitive information and resolving issues that impact School goals. The position assists with development and implementation of school strategies and developmental plans, and provides accurate database development, data collection and management. The position assists the Executive Vice President in school expansion planning and execution, accreditation materials, and all other matters pertaining to the success and development of the Burrell School of Health Professions. The position requires strong organizational skills, attention to detail, and the ability to work collaboratively across multiple areas while maintaining confidentiality and delivering exceptional service.

• This position reports to the Dean & Executive Vice President of the School of Health Professions (EVP).
• This position is Exempt.
• That salary starts at $60,000 annually depending on experience.

The selected candidate will support Burrell College’s organizational health initiatives, focusing on enhancing leadership, promoting clarity of purpose, improving communication, and reinforcing a respectful, purpose-driven culture. This role is key to fostering a healthy, high-performing organization that values integrity, transparency, and collaboration. Burrell College Organizational Health Graphic

Essential Duties and Responsibilities:

• Assist the EVP with recruiting, orienting, and assisting in evaluation of administrative staff
• Develop standard operating procedures; and ensure that such operating procedures are followed once adopted.
• Serve as liaison between Burrell College departments and the School of Health Professions.
• Work with EVP on assigned projects to ensure the creation and implementation of expansion plans.
• Oversee and support administrative assistants within the Burrell School of Health Professions.
• Perform a variety of professional and administrative duties that support day-to-day operations of programs and departments, including:
  • Support program planning and operations.
  • Interpreting, monitoring, and analyzing information related to operating policies and procedures.
  • Administering budgets and monitoring compliance.
  • Coordinating administrative logistics for personnel and academic functions.
  • Identifying and facilitating solutions for routine inquiries.
• Provide administrative support for engagement and communications activities across multiple functional areas; maintain confidentiality as necessary.
• Maintain and update organizational systems and databases; ensure data integrity, accurate entry, and coordination between systems and subsystems.
• Monitor and maintain data health in assigned systems.
• Design, edit, and implement communication materials (letters, invitations, forms) and ensure alignment across the School of Health Professions.
• Support internal review of website and intranet content.
• Draft, edit, and generate personalized acknowledgement letters, reports, recognition lists, and forms.
• Support planning, preparation, and execution of organizational events.
• Assist with corporate compliance activities, including support for an advisory board.
• Maintain current knowledge of issues and activities relevant to organizational leadership.
• Manage calendars and schedule appointments for the EVP.
• Organize and prepare reports, materials, and presentations.
• Coordinate conferences and meetings; arrange travel, lodging, catering, and amenities; prepare agendas, minutes, and maintain official records.
• Compose correspondence and prepare administrative and financial reports.
• Process purchase requests and reimbursements; monitor budget compliance.
• Collaborate on development, preparation, and submission of related budgets.
• Review, proofread, and edit documents for accuracy, grammar, and compliance; ensure proper distribution and archiving.
• Maintain confidential records and files; ensure security of privileged information and authorize access as appropriate.
• Provide direction and support to administrative staff as needed.
• Perform other duties as assigned.

Other skills important to this position:

• Ability to navigate and retrieve information from web-based applications and tools; basic computer proficiency.
• Exceptional attention to detail combined with strong organizational and planning skills to prioritize competing demands and complete tasks efficiently with minimal supervision.
• Excellent written and oral communication skills; strong interpersonal skills and ability to interact effectively with individuals from diverse cultures and professional backgrounds.
• Outstanding customer service skills with courteous, compassionate phone etiquette; ability to maintain confidentiality of sensitive information and data.
• Ability to work in a fast-paced environment, collaborate as a team player, and demonstrate commitment to organizational values.

Minimum Qualifications and Experience:

• Education and/or progressively responsible experience equivalent to a bachelor’s degree in a related field.
• Experience:
  • Minimum of two years of experience in higher education, academic medical environment, or business administration
  • Problem-solving ability and extensive knowledge regarding all phases of basic science and clinical education
  • The ability to evaluate school/program applicants, support systems and faculty
  • Knowledge of academic and clinical curriculum design, accreditation standards and applicable strategic planning models
  • Strong working knowledge of Microsoft Office applications.

Working Conditions and Efforts:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• This job is conducted in an office work environment, 
• Approximately 90% of this position’s duties require the use of a computer.
• Must be able to exert up to 20 lbs. of force occasionally.

Work Schedule:

• Typically, Monday through Friday, 8 am-5 pm
• May occasionally require evenings and weekends.

For more information, please visit:

Our Work Opportunities Page: -services/human-resources/work-opportunities/

Review of applications will begin immediately and continue until the position is filled.

NOTE: Applicants must currently be authorized to work in the United States on a full-time basis.

The Burrell College of Osteopathic Medicine is an equal opportunity employer and values diversity and inclusion among our faculty, staff, and students. We prohibit discrimination based on race, color, religion, sex, national origin, and more. Individuals with varied backgrounds and experiences are encouraged to apply. The selected candidate will subscribe to and support our commitment to the College’s Mission. 

Burrell College campuses and facilities are drug and tobacco free and comply with the Drug-Free Schools and Communities Act (DFSCA). Employees and students shall not be involved with the unlawful use of controlled substances and/or illicit drugs.

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