Office Specialist, Office of Research & Global Health - 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, Office of Global Health & Humanitarian Service - School of Medicine

The Office Specialist to the Offices of Research and Office of Global Health provides high-level administrative and operational support to the Associate Dean of Research and the Associate Dean of Global Health & Humanitarian Service. This individual will play an important role in supporting two strategic areas of the School of Medicine (MED) by coordinating calendars, meetings, communications, travel, events, and administrative activities that advance the research and global health missions of the school. 

This position will also work directly with and support other Research and Global Health faculty and staff, including the Directors of the Strategic Research Initiatives, Coordinating Directors of Global Health, Office of Research staff, and School of Medicine faculty and students. This position requires a high degree of professionalism, initiative, and diplomatic skill in representing the Associate Deans to academic partners, non-governmental organizations, government officials, and Area Presidencies and Humanitarian Services leaders of The Church of Jesus Christ of Latter-day Saints. A successful candidate will be highly organized, proactive, adaptable, anticipate needs, and contribute to a culture of collaboration in a spiritually enriching environment preparing students for a lifetime of service as Christ-centered physicians.

This position is important 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

General Administrative Support • Provides administrative and operational support to the Associate Dean of Research and the Associate Dean of Global Health & Humanitarian Service. 

• Coordinates calendars, meetings, committee activities, and day-to-day office operations. • Optimizes the operational efficiency of the Associate Deans (ADs) by coordinating appointments, assisting with meeting preparation, anticipating administrative needs, and supporting the ADs in other leadership activities.

• Facilitates effective meetings, including inviting attendees, assisting with meeting prep such as documents, pre-reads, or presentations, preparing agendas, taking minutes, tracking action items, and preparing after-meeting correspondence, reports, and follow up appointments. • Manages communications and responds professionally to inquiries from faculty, students, staff, university leadership, and external partners. 

• Provides administrative support for the School of Medicine’s Strategic Research Initiatives (SRIs), student research, immersive experiences, global partnerships, faculty initiatives, and other strategic programs. 

• Prepares and maintains documents, administrative records, databases, and electronic files related to partnerships, site visits, agreements, research activities, immersive experiences, and other program initiatives. 

• Assists with the development and continuous improvement of administrative processes, office workflows, and operational procedures that support the growth of the School of Medicine.

• Learns and effectively utilizes university administrative systems and technologies. 

• Anticipates administrative needs, exercises sound judgment, maintains confidentiality, and proactively supports the efficient operation of both offices.

• Performs other duties as assigned in support of the mission of the BYU School of Medicine. 

Travel Coordinator • Coordinates domestic and international travel for the Associate Deans, SRI Directors, Coordinating Directors, and Research & Global Health faculty. • Facilitates extra steps required for international travel, including liaising with the office of the International Vice President, assisting with visa applications, and requesting letters of introduction. • Coordinates travel to BYU for visiting scholars and invited guest speakers.

Human Resource Specialist • Facilitates all aspects of the recruitment process for faculty, staff, and students in these offices, including assisting with screening, candidate communications, scheduling interviews, and coordinating decisions and notifications with the HR Business partner. • Assists with onboarding new Research & Global Health-related faculty and staff. • Collaborates with the HR Business Partner on projects and issues as needed.

Event Coordinator • Coordinates the logistics for Research & Global Health-related conferences, workshops, seminars, advisory board meetings, and other special events.  • Supports the planning and coordination of the annual Faculty Research Fair and Student Research Symposiums. • Plans and coordinates logistics of the annual faculty assembly, faculty council meetings, and other faculty events. •

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