Apply on Employer Site

Burrell College of Osteopathic Medicine · 1 month ago

NM - Administrative Specialist (Outreach & Engagement)

Las Cruces, NM

Full-time

Onsite

Mid Level

$60K/yr - $60K/yr

Burrell College of Osteopathic Medicine is dedicated to supporting outreach and engagement initiatives. The Administrative Specialist plays a vital role in providing comprehensive administrative and operational support, ensuring efficient functioning of various programs while collaborating with multiple departments.

EducationHealth CareHigher EducationMedical

No H1B

Responsibilities

Assisting in program planning and development

Interpreting, monitoring, and analyzing information related to operating policies and procedures

Administering budgets and monitoring compliance

Coordinating personnel matters for staff and academic functions

Identifying and resolving problems that significantly impact departmental goals

Providing administrative support for engagement and communications activities across multiple functional areas

Receiving and screening incoming correspondence, calls, and visitors; prioritizing requests and inquiries; making referrals or providing information as appropriate

Maintaining and updating organizational systems and databases, including the assigned Outreach supports systems of MailChimp and Raiser’s Edge

Ensuring data integrity, accurate entry, and coordination between systems and subsystems

Monitoring and maintaining data health in assigned systems

Tracking external activity and public communications impacting engagement initiatives

Designing, editing, and implementing communication materials (letters, invitations, forms) and ensuring alignment across departments

Supporting internal review and maintenance of website and intranet content

Drafting, editing, and generating personalized acknowledgement letters, reports, recognition lists, and forms

Assisting with grant administration in coordination with finance and research support teams

Supporting planning, preparation, and execution of organizational events

Assisting with corporate compliance activities, including support for board meetings and travel arrangements

Maintaining current knowledge of issues and activities relevant to organizational leadership

Managing calendars and scheduling appointments for supported administrators

Organizing and preparing reports, materials, and presentations

Coordinating conferences and meetings; arranging travel, lodging, catering, and amenities; preparing agendas, minutes, and maintaining official records

Composing correspondence and preparing administrative and financial reports

Processing purchase requests and reimbursements; monitoring budget compliance

Collaborating on development, preparation, and submission of related budgets

Reviewing, proofreading, and editing documents for accuracy, grammar, and compliance; ensuring proper distribution and archiving

Maintaining confidential records and files; ensuring security of privileged information and authorizing access as appropriate

Providing direction and support to administrative staff as needed

Performing other duties as assigned

Qualification

Microsoft OfficeMailChimpRaiser’s EdgeOrganizational skillsCommunication skillsCustomer serviceInterpersonal skillsAttention to detailTeam collaboration

Required

Education and/or progressively responsible experience equivalent to a bachelor's degree in a related field

Strong working knowledge of Microsoft Office applications

Ability to navigate and retrieve information from web-based applications and tools; basic computer proficiency

Exceptional attention to detail combined with strong organizational and planning skills to prioritize competing demands and complete tasks efficiently with minimal supervision

Excellent written and oral communication skills; strong interpersonal skills and ability to interact effectively with individuals from diverse cultures and professional backgrounds

Outstanding customer service skills with courteous, compassionate phone etiquette; ability to maintain confidentiality of sensitive information and data

Ability to work in a fast-paced environment, collaborate as a team player, and demonstrate commitment to organizational values