Administrative Specialist, Health Sciences

Whitworth University; Spokane (WA); On-site; USD 52,000 - 68,000; Full time

Job summary

Whitworth University in Spokane seeks an Administrative Specialist to provide high-level administrative support to School of Health Sciences leadership and faculty. The role coordinates day-to-day department operations, supports budget and financial activities, and ensures confidential records are maintained.

You will assist with scheduling, correspondence, and coordination of teaching assignments, while serving as the primary contact for students, faculty, staff, and external constituents.

Qualifications

• Associate's degree or equivalent with flexible educational background.
• Three years of experience in an administrative office setting or an equivalent combination of education and experience.
• Demonstrated experience managing administrative processes with a high degree of accuracy, organization, and independent judgment.
• Experience working with confidential information and records.
• A personal commitment to the Christian faith and to the integration of faith and learning.
• A commitment to the educational mission of Whitworth University as a comprehensive Christian liberal arts university affiliated with the Presbyterian church.

Responsibilities

• Provide comprehensive administrative support to program leadership, including scheduling, correspondence, documentation, meeting coordination, and follow up.
• Support the financial operations by monitoring accounts receivable and payable and coordinating related processes.
• Coordinate personnel searches while maintaining confidentiality and assist with search committee activities.
• Develop and maintain master calendars and other systems that support ongoing program communications and operations.
• Oversee department records and documentation, including accreditation, assessment, personnel, student, scholarship, contracts, advising, and program records.
• Assist with special projects, program activities, events, and other administrative initiatives as assigned.

Skills

Administrative support

Budget monitoring

Office management

Confidential records handling

Communication

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office 365

Job description

The Administrative Specialist provides a high level of independent administrative support to program and School of Health Sciences leadership and faculty. The position coordinates day to day department operations, supports budget and financial activities, coordinates personnel searches, maintains confidential records and documentation, and assists with administrative processes that support the academic, clinical, and operational needs of the programs.

Administrative and Program Support | 60%

• Provide comprehensive administrative support to the Occupational and Physical Therapy programs and School of Health Sciences leadership and faculty.
• Provide direct administrative support to program leadership, including scheduling, correspondence, documentation, meeting coordination, and follow up.
• Serve as a primary administrative point of contact for students, faculty, staff, university administrators, and external constituents.
• Assist with the coordination of teaching assignments to meet program, clinical affiliation, and interprofessional clinic affiliation needs and planning.
• Assist with the development and coordination of orientation processes and schedules for students.
• Develop, revise, and distribute correspondence and other communications for students, faculty, staff, and external constituents.
• Oversee vital and confidential department records and documentation, including accreditation, assessment, personnel, student, scholarship, contracts, advising, and program records.
• Update and maintain electronic systems and management tools used to organize and maintain department records and documentation.
• Coordinate personnel searches while maintaining confidentiality and assist with search committee activities, including scheduling, communications, candidate materials, meetings, and related administrative processes.
• Collaborate with Human Resources, Department Chairs, the Dean, and the Office of Academic Affairs on contract development, personnel processes, and onboarding of new employees.
• Coordinate workflow, supervise student workers, and assist with training and oversight of support staff.
• Develop and maintain master calendars and other systems that support ongoing program communications and operations.
• Coordinate office operations and ensure administrative resources are available to support faculty, staff, and students.
• Manage ordering and inventory of office supplies, printer paper, copier supplies, and other administrative materials for the Dornsife Health Sciences building, including maintaining adequate supplies for student printers.
• Assist with special projects, program activities, events, and other administrative initiatives as assigned.

Financial and Department Operations | 30%

• Support the financial operations of the Occupational and Physical Therapy programs and School of Health Sciences by monitoring accounts receivable and payable and coordinating related administrative processes.
• Review and process Emburse expense reports for members of the leadership team and faculty, ensuring appropriate documentation and compliance with university policies and procedures.
• Review budget reports against actual and projected expenditures and identify items requiring follow up or additional attention.
• Assist with the preparation and submission of critical and mandatory expenses to ensure compliance with university policies and timely payment of required expenses.
• Assist School of Health Sciences leadership and faculty with budget planning, monitoring, and expenditure management.
• Facilitate communication regarding School of Health Sciences budgets and budget projections with the Office of Academic Affairs and university business offices.
• Assist with the administration and budget monitoring of grants and endowments, including maintaining appropriate documentation and tracking expenditures.
• Maintain accurate and organized budget files and financial records for the School of Health Sciences.
• Assist with the development, preparation, monitoring, and reporting of annual department and program budgets in conjunction with department leadership.
• Process and monitor accreditation and annual assessment reports utilizing designated software, including monitoring deadlines, implementation, and follow up.
• Update and organize systems and documentation necessary to support university and program accreditation and compliance requirements.
• Act as a staff liaison to departments and offices throughout the university to facilitate administrative and operational processes.
• Assist with the development, revision, and dissemination of department and university policies and procedures.

Other | 10%

• Assist with special projects, department events, and initiatives supporting the School of Health Sciences.
• Perform other job duties and special projects as assigned.

• Associate's degree. Whitworth considers candidates with a wide range of educational backgrounds. We value the skills and knowledge candidates bring to Whitworth, regardless of the paths they have taken to acquire them.
• Three years of experience in an administrative office setting or an equivalent combination of education and experience.
• Demonstrated experience managing administrative processes with a high degree of accuracy, organization, and independent judgment.
• Experience working with confidential information and records.
• A personal commitment to the Christian faith and to the integration of faith and learning.
• A commitment to the educational mission of Whitworth University as a comprehensive Christian liberal arts university affiliated with the Presbyterian church.

Core Competencies

• Demonstrated ability to provide comprehensive administrative support, coordinate complex processes, and apply knowledge of academic, business, financial, and administrative practices and procedures.
• Demonstrated ability to organize and manage multiple responsibilities, competing priorities, deadlines, and frequent interruptions while maintaining accuracy and follow through.
• Ability to independently assess situations, identify solutions, make appropriate decisions, and determine priorities with minimal supervision.
• Consistently demonstrates a high level of attention to detail and accuracy when managing financial information, records, communications, schedules, and other administrative processes.
• Demonstrated ability to communicate clearly and professionally, build effective working relationships, and collaborate with faculty, staff, administrators, students, and external constituents.
• Demonstrated proficiency with Microsoft Office 365 and the ability to effectively learn and use administrative, financial, database, assessment, and other technology systems.
• Demonstrated commitment to providing responsive, professional, and high quality service to students, faculty, staff, administrators, and external constituents.

Preferred Experience

• Bachelor's degree.
• Previous experience in administrative support, office management, financial administration, or budget management.
• Work experience in an academic, healthcare, or higher education environment.
• Experience with purchasing, expense reporting, budget monitoring, grants, or endowment administration.

Schedule

Full-time (1.0 FTE) | 12 months | 40 hours per week

Whitworth office hours are 8 AM to 4:30 PM Monday – Friday

Whitworth University is a Christian liberal arts university. Our shared mission is to provide our diverse students with an education of mind and heart, equipping them to honor God, follow Christ, and serve humanity. We seek candidates who are willing to engage with the university’s mission and integrate their Christian faith into their work.

Interested candidates should submit a cover letter, resume, faith statement, and contact information for at least three professional references. A background check and sexual misconduct check will be required of the successful candidate.

Applicants must be legally authorized to work in the United States at the time of hire and maintain valid work authorization throughout the duration of employment, including those on OPT. Whitworth University does not offer visa sponsorship for this position.