Administrative Specialist

Job Summary:

As part of the Department of Medicine Human Resources team, the Administrative Specialist will provide oversight to the Float Pool and administrative support to the Accounts Payable manager. This position requires exceptional organizational skills, strong attention to detail and the ability to manage multiple priorities.

Primary Responsibilities - Float Pool:

Visit and work closely with division leadership and staff to build strong working relationships, address staffing needs, and support positive staff relations across all divisions.

Oversee daily Float Team operations for both permanent employees and temporary Float Team staff, including recommending hiring, disciplinary action, or termination as appropriate.

Conduct interviews, selection, onboarding, training, and performance evaluations for designated clinical and administrative Float Team staff.

Review and investigate employee-related issues, partnering with the HR Administrator to assess concerns and recommend appropriate next steps.

Prepare daily and weekly work schedules, assigning Float Team staff to locations based on priority needs and operational demands.

Coordinate with divisions to ensure appropriate staffing coverage and effective deployment of Float Team resources.

Schedule and coordinate in-service education and training sessions for Float Team staff.

Administer and process payroll for all Float Team employees, ensuring accuracy and timely submission.

Primary Responsibilities - Accounts Payable:

Assist with processing invoices, check requests, and payment authorizations, ensuring accuracy, proper documentation, and compliance with established policies and procedures.

Assist with maintaining and updating accounts payable records in the AP system, including invoice entry, vendor information, and payment status tracking.

Minimum Qualifications:

Associates Degree or pertinent college level courses and three years of administrative/office management experience.

Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong written and verbal communication skills.

Exceptional organizational and time-management skills with the ability to prioritize and multitask effectively.

Ability to maintain confidentiality and exercise discretion in handling sensitive information.

Excellent interpersonal skills and the ability to work both independently and collaboratively.

Will consider equivalent combination of education and experience.

Preferred Qualifications:

Work Days:

Monday through Friday daytime hours

Message to Applicants:

Our benefits package includes health, dental and vision insurance, eligibility for employer 401k funding after 1 year (3% quarterly/5% annual on vesting schedule), tuition reimbursement, generous paid time off, including vacation and personal time, paid sick leave, holidays and floating holidays.

G4: $21.25 - $30.77

Please note the salary information shown is a general guideline only. Salaries are based upon candidate skills, experience, and qualifications, as well as internal equity, market and business considerations.

Recruitment Office:
Med Best Medical Management