Administrative Specialist

This job was posted by : For more

information, please see:

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 organizations 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

communitys participation in AFMC activities and projects.\

• Assist in the development and achievement of schedules for projects

taking into consideration contract deliverables, client needs,

department workload, resource/capacity constraints and vendor

capabilities.\

• Monitor timelines and 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, to include, but not

limited to, 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 timeframes. 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 being 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.

Physical and Sensory Requirements (With or Without the Aid of Mechanical

Devices):\

Mobility, reaching, bending, lifting, grasping, ability to read and

write, ability to communicate with personnel, ability to remain calm

under stress and ability to lift up to 50 pounds. Must be capable of

performing the essential functions of this job, with or without

reasonable accommodations.

EDUCATION:\

Required: High School Diploma\

Desirable: Associates Degree

EXPERIENCE:\

Required: Three (3) years experience in administrative support at a

professional level.\

Desirable: Experience in healthcare preferred, project

Coordination/management Experience Preferred.
INTERNET REQUIREMENTS:\

Reliable, high-speed wireless internet service (Wi-Fi)

KNOWLEDGE, SKILLS AND ABILITIES:\

In