Admin Services Specialist - Immunology

BASIC FUNCTION:

Support the daily operations of the Immunology by coordinating divisional activities and events; reviewing, resolving, and responding to requests for information and data from the department and college; managing the Division Director’s and Division Administrator’s schedules, correspondence, and travel arrangements; and providing administrative supervision to divisional support staff.

KEY AREAS OF RESPONSIBILITY:

Operational Support and Management:

• Coordinate and manage the daily operations of Immunology activities, including ensuring the appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
• Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Division Director and Divisional Administrator of Immunology and other divisions when needed, including planning, organizing and monitoring daily activities, managing schedules, correspondence, and travel arrangements.
• Maintain accurate clinical and divisional scheduling processes, including consult coverage, leave requests, and calendar coordination for faculty, fellows, and APPs.
• Coordinate the Rheumatology and Allergy consult schedules.
• Provide support to faculty members for grant submissions. Includes assistance with the preparation of budget justifications, letters of recommendation, letters of support, and other proposal documents required for grant submission.
• Partner with divisional leadership to improve operational efficiency, workflow processes, and administrative effectiveness.
• Coordinate divisional meetings and events, including logistics, technology support, materials preparation, and follow-up communications.
• Coordinate faculty recruit and visiting professor visits.
• Apply advanced knowledge of divisional operations, University policies, and fellowship program requirements to support administrative and operational functions.
• Serve the primary administrative contact for ensuring that the Rheumatology Crystal Lab maintains compliance with CLIA regulations.
• Provide support for Allergy/Immunology and Rheumatology Fellowship Programs.

Human Resources (HR):

• May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
• Provide supervision for administrative services coordinator direct reports.
• Oversee and approve schedule entry changes, e-vouchers, P-cards, purchase requisitions, and e-buy purchases of direct reports.
• Assign and evaluate work of direct reports and assure they are trained and prepared to assist faculty.
• Oversee time off requests for direct reports in ELMS.

Financial Responsibility:

• Receive, review, and complete enrichment purchase requests. Provide recommendations on the best use of enrichment funds for the division.
• Review and reconcile monthly P-card statements to ensure accurate account allocation, compliance with University policies, and appropriate documentation.
• Update monthly revenue/expenditure reports for Cellular Immunology Lab.
• Initiate purchase requests for supplies and equipment.
• Initiate and complete travel requests and expenses through Pro-Trav for faculty.
• Oversee weekly financial transactions in Acuity for industry supported CME events.

Strategic Planning:

• Support the coordination of Allergy and Rheumatology weekly and yearly CME events and activities. This includes securing venues, securing outside funding through industry representatives, creating marketing documents, distributing materials to guest mailing lists, coordinating presentation schedules, coordinating visiting speaker agenda and travel, and ensuring event is certified through and meets CME application requirements.

Information Management:

• Manage inventory of all computers/printers/projectors in the division and update inventory regularly, ensuring that devices meet University requirements.
• Provide computer purchase recommendations.
• Primary contact for Immunology by providing information and responding to inquiries.
• Develop and send out surveys for Crystal lab competencies, fellowship reviews, vendor surveys and interview/recruit evaluations.

Communications Management:

• Serve as the primary administrative contact for divisional inquiries, ensuring timely, accurate, and professional communication.
• Serve as primary contact for divisional maintenance and facilities management and submit division facilities management requests through the Support Services Center.
• Act as a delegate for faculty members who are PI's, and submit proposals, reviews and modifications to studies through IRB.