Office Specialist, Department of Preventative and Restorative Care (School of Medicine)

About this role

Why Work at BYU       As the flagship higher education institution of The Church of Jesus Christ of Latter-day Saints, Brigham Young University (BYU) strives to be among the exceptional universities in the world. At BYU, we are devoted to our faith and to our students. We take an active role in the University's Mission: "To assist individuals in their quest for perfection and eternal life.”     Our unique mission, deeply rooted in the Gospel of Jesus Christ, provides countless ways to serve and make an impact. This, along with our remarkable culture of belonging, weekly devotionals, and endless opportunities for learning and growth—all situated within a beautiful and historic campus—make it an inspiring place to work. 

Brigham Young University strongly prefers to hire faithful members of The Church of Jesus Christ of Latter-day Saints.

Members of The Church of Jesus Christ of Latter-day Saints must hold and be worth to hold a current temple recommend.

Office Specialist, Department of Preventative and Restorative Care - School of Medicine

The Office Specialist in the Department of Preventative and Restorative Care serves as the primary administrative lead for faculty and departmental operations in that department, while supporting the broader mission of the BYU School of Medicine Office of Faculty. Working closely with the Associate Dean of Faculty, Department Chair, clinical affiliate faculty, and Office of Faculty administrators, this position coordinates faculty-related processes, ensures efficient office operations, plans and executes events, provides budget reconciliations, and coordinates hiring and onboarding for new faculty within that department.

This role requires exceptional organizational, communication, and time-management skills; strong attention to detail; discretion in handling confidential information; and the ability to manage multiple priorities both independently and collaboratively. The ideal candidate is mission-aligned and committed to supporting the BYU School of Medicine's vision of fostering a spiritually enriching environment where employees and students can deepen their testimonies of Jesus Christ while preparing students for a lifetime of service as Christ-centered physicians. This position is key to the success of the BYU School of Medicine, a newly established organization within the university. As the school continues to launch and grow, a successful candidate must demonstrate adaptability and a willingness to take on evolving responsibilities and assignments to support its effective implementation and ongoing operations. This position is key to the success of the BYU School of Medicine, a newly established organization within the university. As the school continues to launch and grow, a successful candidate must demonstrate adaptability and a willingness to take on evolving responsibilities and assignments to support its effective implementation and ongoing operations.

What you will be doing in this position

Office Coordinator • Supports the coordination of all faculty in the Department of Preventative and Restorative Care and works closely with other administrators in the Office of Faculty. • Manages faculty records for all Full-time, part-time, and affiliate faculty, including CV’s and documents related to promotion and status. • Manages the execution of documentation and record keeping in compliance with LCME accreditation standards and BYU MED Bylaws. • Assists Chairs and Deans with creation, management, and training of the faculty rank and status process. • Plans and coordinates annual stewardship reviews of each faculty member. • Assists with coordination between the Office of Faculty and other BYU MED Offices on items related to faculty. • Manages department processes and procedures; provides recommendations for improvement. • Coordinates office/department meetings.

Human Resource Specialist • Assists with scheduling hiring interviews. • Assists with onboarding new employees. • Assists with faculty appointment processes and documentation. • Coordinates BYU School of Medicine responsibilities with clinical and other responsibilities of faculty with affiliate partner organizations. • Coordinates tracking of faculty leave as assigned. • Collaborates with the HR Business Partner and HR Operations Specialist on projects and issues as needed.

Event Coordinator • Plans and coordinates logistics for Departmental and Office of Faculty events. • Supports the planning and coordinating of faculty development events and workshops. • Assists in the coordination of other conferences and events as needed.

Finance Operations Specialist • Supports budget reconciliation for the Department of Preventative and Restorative Care. • Pulls reports and conducts simple financial analysis to support budgeting, reconciliation, and decision making. • Assists with purchasing materials and services needed by the department. • Submits and manages Workday transactions, such as expense reports and travel authorizations.

General Administrative Support • Prepares meeting materials, attends meetings, takes minutes, and manages follow-up as necessary. • Plans and coordinates business travel for the Department Chair, Associate Chairs, and other faculty leaders as needed. • Manages calendars for the Chair as assigned, including scheduling meetings, reserving rooms, etc. • Assists with responding to emails and sending emails as requested. • Stays up to date and provides guidance on University Policies & Procedures. • Other responsibilities as assigned.

What qualifies you for this role

 Minimum Education/Experience Required:    • Bachelor's degree, plus one year of experience as an administrative/executive assistant, office manager, or equivalent experience • OR Associate's degree, plus three years of relevant experience • OR five years of experience as an administrative/executive assistant, office manager, or equivalent experience

Preferred Education/Experience: • Bachelor’s d

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