Administrative Specialist; Academic Affairs Medicine

Position: Administrative Specialist (Academic Affairs) Medicine
Department

College of Medicine, Academic Affairs

Responsibilities

Position provides direct administrative support to the Associate Dean for CQI, Director of Evaluation for CQI, Chair of the Curriculum Committee, and the Program Director for Clinical and Community Affairs for the College of Medicine. The position assists in administrative support for the Senior Associate Dean for Medical Education and Academic Affairs at the College of Medicine.

* Provides administrative and secretarial support to the Associate Dean for CQI, Director of Evaluation for CQI, Chair of the Curriculum Committee, and the Program Director for Clinical and Community Affairs. Assists in administrative support for the Senior Associate Dean for Medical Education and Academic Affairs. Exercises judgment in screening & referring visitors, phone calls & inquiries. Resolves problems or routes to appropriate personnel.

Reviews & routes mail and email. Composes letters/memos for routine matters and other correspondence requiring action. Proofs letters/memos and reports for accuracy. Collects & prepares background materials & agendas for meetings/conferences. Assists with scheduling appointments, meetings/events, managing invitations & logistical planning. Maintains data, completes special projects, assists Senior Admin Specialist with special projects, research, & reports. Assists Sr Admin Specialist and CQI Program Coordinator with gathering & maintaining info for complex reporting & accreditation efforts to include LCME/AAMC reports, routine national reports, & required internal reports, such as GPC & SACS reporting, etc.

* Processes and submits travel authorizations for the Senior Associate Dean for Medical Education and Academic Affairs, and other direct reports including:
Assoc Dean/Director for CQI, Chair of the Curriculum Committee, and the Program Director for Clinical and Community Affairs. Gathers documentation and submits travel reimbursements. Makes all necessary travel arrangements to include hotel, flights, car rentals, etc. in accordance with Florida State University policies and procedures ensuring travel arrangements and reimbursements are processed in a timely manner. Process purchase orders, meeting deadlines in accordance with Florida State University policies and procedures.

Responsible for procurement and management of office supplies, preparation of requisitions in OMNI and tracking delivery of items. Monitors invoices requiring payment. Communicates directly with vendors as needed. Enter all financial transactions in budget spreadsheet to assist the Senior Administrative Specialist with monitoring and maintaining budgets for accounts relating to the Medical Education and Academic Affairs Division.

* Works in conjunction with the CQI Program Coordinator to facilitate the coordination of LCME survey team visits & mock site visits. Routine reporting includes but is not limited to the LCME reaccreditation reports & required updates, LCME/AAMC Medical School Questionnaire, the AAMC Medical School Profile System (MSPS), the Peterson report (yearly national report of data), the Graduate Policy Committee reports (GPC), Institutional Effectiveness Portal (IEP), Quality Enhancement Review (QER), SACS reporting, etc.

* Plans department social functions, meetings and other events to include managing guest lists, sending invitations, making arrangements for venue, food, materials needed, etc. and following up with vendors ensuring purchase orders or payment arrangements are in place.

Directly responsible for submission & monitoring of application for Continuing Medical Education Credits.

* Assists the Sr. Assoc Dean, Assoc Deans and other direct reports in support of committee memberships and boards at the community, state and national level. Responsible for scheduling, travel, preparation of meeting materials and presentations, correspondence and reports and other related duties assuring logistics and necessary follow-up. Plans, organizes & coordinates with the Chair of the COM Curriculum Committee for all necessary administrative duties, to include all subsidiary task forces & work groups.

Schedules Curriculum…