Admin Services Specialist - Immunology

Support the daily operations of the Immunology Division and the Director, coordinate divisional activities and events; review, resolve and respond to requests for information and data to the department and college, and manage the division director and division administrator schedules, correspondence and travel arrangements. Provide administrative supervision to the 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. Manage clinical scheduling workflow and ensure accuracy of clinical schedule data.
• Serve as primary contact for the division. Receive and respond to requests and inquiries.
• Coordinate and manage clinical schedule changes. Manage vacation/time-off requests for Rheumatology and Allergy faculty, fellows, and APPs in Qgenda, ELMS and internal division calendars.
• 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
• 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.
• Work together with Division Director and Divisional Administrator to improve efficiency of divisional operations.
• Coordinate divisional meetings in-person and via Zoom or other similar software applications.
• Coordinate faculty recruit and visiting professor visits.
• May require advanced knowledge and expertise in specific office, project, or program to provide administrative/operational support and management.

Human Resources (HR):

• May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
• Provide supervision for two direct reports, which includes the divisional fellowship coordinator as well as an administrative services coordinator.
• Oversee and approve schedule entry changes, e-vouchers, P-cards, purchase requisitions, and e-buy purchases of direct reports
• Oversee and mentor Fellowship Coordinator.
• 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.
• Serve the primary administrative contact for ensuring that the Rheumatology Crystal Lab maintains compliance with CLIA regulations.

Financial Responsibility:

• Receive, review, and complete enrichment purchase requests. Update and approve monthly financial reports for faculty's annual enrichment funds. Provide recommendations on the best use of enrichment funds for the division.
• Update monthly clinical revenue/expense reports for faculty and present to division director and division administrator.
• Update monthly revenue/expenditure reports for Cellular Immunology Lab. Update monthly expense reports for Division Foundation Accounts.
• Initiate purchase requests for supplies and equipment.
• Reconcile and approve monthly P-card statements for direct reports. Includes requirement to ensure appropriate MFK utilized.
• 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 warrantee requirements. Provide computer purchase recommendations.
• Primary contact for Immunology by providing information and responding to inquiries.
• Develop and send out surveys in Qualtrics for Crystal lab competencies, fellowship 360 reviews, vendor surveys and interview/recruit evaluations.

Communications Management:

• Act as a primary contact outside providers. Ensure superior customer service.
• Act as a primary contact between faculty and industry representatives by setting up vendor displays and individual meetings between vendors and providers.
• Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs.
• Serve as primary contact for divisional maintenance and facilities management and submit all 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.