Office Admin Associate

Functions as Administrative Coordinator to coordinate and monitor daily administrative activities services in the Division of Rheumatology and Immunology within the Department of Internal Medicine; coordinates and oversees daily business functions including financial, human resources, outreach marketing, and facilities space, in collaboration with Division Administrator; implements, evaluates and modifies administrative policies procedures; assists with identifying and resolving operational concerns and ensures appropriate actions are taken to meet division goals, guidelines deadlines; reviews, screens and triages correspondence, inquiries and concerns to appropriate individual to further investigate and resolve; independently responds to routine correspondence; assists with recruiting, hiring, and training support staff; conveys directives from division leadership; coordinates appointment calendars of assigned administrator or faculty leaders; coordinates and organizes logistics for meetings, conferences, workshops and other special events; prepares and distributes agendas; records, transcribes and distributes meeting minutes; coordinates and makes travel and lodging arrangements; collects, prepares and processes requests for reimbursement of expenses; researches, collects and compiles information as requested to develop complex divisional reports, aid division leadership in strategic planning process, and for decision making purposes; acts as divisions travel, finance and HR initiator; serves as liaison with university offices, faculty, staff and outside agencies. Minimum Education and Skills/Experience Required/Desired Per CCS Specifications; six months experience (600 hours course work or training) in customer service or communications, including researching, analyzing interpreting information; three months experience (300 hours course work) in budgeting; six months experience (600 hours training) in operation of spreadsheet, publication, and/or presentation software and related computer equipment; three months experience (300 hours course work) in supervision management; three months experience (300 hours course work) in interviewing. Requires successful completion of a background check. Selected candidate may be requested to complete a pre-employment physical including a drug screen.

Created: 2026-03-04