Administrative Specialist

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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, meetings, conferences, and appointments. Support the organization’s mission, vision and values by exhibiting honesty, excellence, accountability, respect, and teamwork.

• 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, and other events.
• Coordinate and support team meetings, workshops, seminars, and outreach presentations to facilitate health‑care community participation.
• Assist in the development and achievement of project schedules, taking into consideration contract deliverables, client needs, workload, resource constraints, and vendor capabilities.
• Monitor timelines 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 departmental operations.
• Assist with developing forms and reports for assigned areas used for documentation and monitoring of activity performance, continuing education, deliverables, and time frames.
• Present progress and updates of project activities to team and appropriate staff at designated intervals.
• Assist assigned areas in coordination and development of tools in collaboration with the project and communications teams.
• Assist with specialized research and maintain a resource library, including a log of catalog numbers, journal reviews, interviews, focus groups, internet searches, and presentation development.
• Communicate effectively with all internal and external customers and develop partnerships with integral entities.
• Collaborate with Admin Support to research business travel options and support travel arrangements.
• 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 using developed templates, coordinate task information, evidence gathering, participation, measurement, and evaluation.
• Use project‑tracking software for reporting purposes.
• Provide excellence in customer service: facilitate clear communication, problem resolution, and referral as needed.
• Develop and maintain contact groups for each area of responsibility and related activity.
• Adhere to format, content, and style guidelines ensuring accuracy, consistency, and quality.
• Assist in coordination of employee relations activities and participate in Administration Team meetings for continuing education and skill advancement.
• Assist as needed with overall department operation and maintain knowledge of related areas.
• Follow AFMC, state, and federal protocols regarding data confidentiality, security, and HIPAA compliance.
• Perform additional duties as assigned.

Mobility, reaching, bending, lifting, grasping, ability to read and write, ability to communicate, 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.

Required:

High School Diploma. Desired:
Associate’s Degree.

Required:

Three (3) years of administrative support at a professional level. Desired:
Experience in healthcare preferred; project coordination/management experience preferred.

Reliable, high‑speed wireless internet (Wi‑Fi).

Mid‑Senior level

Contract

Administrative

Hospitals and Health Care