External Affairs & Operations Specialist

Nicklaus Children's Health System; Ohio; On-site; USD 45,000 - 65,000; Full time

Job summary

Nicklaus Children's Health System is seeking an organized administrative professional to oversee business and office operations across several cost centers. You will manage budgets, contracts, communications, and travel, while coordinating with executive leaders and staff to ensure timely services.

Responsibilities include invoice processing, agenda preparation, event logistics, policy maintenance, and data analysis to support practice operations.

Qualifications

• Bachelor's Degree in Healthcare, Public Administration, Business, or related field.
• 2-4 years of administrative/clerical support experience.
• Proficient with MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to learn new software applications.
• Independent and strong problem solving skills.
• Excellent communication skills, both verbal and written.
• Able to work independently with minimal supervision.
• Able to adapt and remain calm under stress.
• Maintain confidentiality of sensitive information.
• Prioritize and manage multiple tasks concurrently.
• Represent the department in a professional manner.

Responsibilities

• Responsible for business/office operations including contracts, communication, budgets, etc. for multiple cost centers and keeping leaders updated.
• Develops, maintains & reconciles department budgets and tracks needs within financial constraints.
• Verifies and submits invoices in PeopleSoft for payment, ensuring accuracy.
• Participates in meetings with leaders, prepares agendas, confirms attendees, and takes minutes.
• Coordinates event support and works with Community Affairs and Government Relations on projects.
• Compiles, researches, and analyzes data related to practice operations for leaders.
• Ensures office runs smoothly, monitors coverage via scheduling, and coordinates repairs/services.
• Processes reimbursements and coordinates travel per requests from the team.
• Updates and maintains policies and documents in PolicyStat, ensuring compliance.
• Assists in planning, coordinating, executing, and supporting events and initiatives.
• Coordinates ordering, tracking, and replenishment of supplies for activations.
• Oversees sponsorship renewals and the Community & Government Affairs calendar.
• Handles day-to-day operations with professionalism and discretion.
• Demonstrates independent judgment on sensitive information.
• Provides exceptional customer service to clients and coworkers.

Skills

MS Office proficiency

Communication skills

Problem solving

Independent work

Confidentiality

Time management

Education

Bachelor's Degree in Healthcare, Public Administration, Business, or related field

Tools

MS Office Suite

Job description

Nicklaus Children's Health System is seeking an organized administrative professional to oversee business and office operations across several cost centers. You will manage budgets, contracts, communications, and travel, while coordinating with executive leaders and staff to ensure timely services.

Responsibilities include invoice processing, agenda preparation, event logistics, policy maintenance, and data analysis to support practice operations.