External Affairs Specialist

Miami Neuroscience Institute Baptist Health South Florida; Miami (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Miami Neuroscience Institute Baptist Health South Florida is seeking a detail-oriented administrator to manage business and office operations across multiple cost centers, including contracts, communications, and budgets. You will support executives, coordinate travel, and ensure timely services while maintaining confidentiality.

Responsibilities include developing and reconciling department budgets, processing invoices in PeopleSoft, taking minutes, coordinating events, and maintaining policy

Qualifications

• Bachelor's degree in healthcare, public administration, business, or related field.
• 2–4 years of administrative/clerical support experience.
• Proficient with MS Office; able to learn new software.

Responsibilities

• Oversee business/office operations for multiple cost centers and keep leaders updated.
• Develop, maintain and reconcile department budgets within financial constraints.
• Verify and submit invoices in PeopleSoft for payment with accuracy.
• Attend meetings, prepare agendas, take minutes and coordinate events.
• Coordinate travel and manage supplies for events and activations.
• Maintain policies and documents in PolicyStat, ensuring up-to-date content.
• Provide exceptional customer service to clients and colleagues.

Skills

Communication skills

Problem solving

Time management

Confidentiality

Education

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

Tools

MS Office

Job description

Description

Job Summary

Responsible for all aspects of business/office operations to include contracts, communication, budgets, etc., for multiple cost centers while maintaining each leader up to date on status. Provides administrative support, event support, coordinates travel and works closely with executive and administrative leaders. Responsible for procuring and acquiring resources and coordinating the efforts of team members in order to deliver timely services.

Job Specific Duties

• Responsible for the business/office operations to include contracts, communication, etc. for multiple cost centers while maintaining each leader up to date on status.
• Independently develops, maintains & reconciles department budgets and keeps track of on-going & up-coming needs to ensure that needs are met within financial constraints by being resourceful and controlling unbudgeted expenses.
• Verifies and submits invoices in PeopleSoft for payment, ensuring accuracy and compliance.
• Participates in various meetings with leaders, prepares agendas, confirms meeting attendees, and takes minutes.
• Works with community affairs and government relations team on various projects and events.
• Works with leaders on various business/office projects to compile, research, and analyze data related to practice operations.
• Ensures office runs smoothly and monitors coverage through scheduling system and submits work orders for appropriate phone, computer, equipment repair, and services.
• Processes reimbursements and coordinates travel as requested by the community affairs and government relations team.
• Updates and maintains policies, guidelines, and documents within PolicyStat systems. Ensures documents are up to date and in compliance.
• Assist in the planning, coordination, execution, and on-site support of events and initiatives overseen by the Community Affairs and Government Relations team. Responsibilities include collaborating with internal and external stakeholders, managing event logistics, supporting event operations, and attending events as required to ensure successful implementation and representation of the organization.
• Coordinates the ordering, tracking and replenishment of supplies and promotional materials for Community Affairs activations throughout the year, ensuring inventory is organized and available for community events and programs.
• Coordinates sponsorship renewals and helps oversee the Community & Government Affairs calendar, tracking deadlines, deliverables and key dates to support timely renewals and effective planning.
• Handles day-to-day operations and specific tasks in a fast-paced environment with a high level of professionalism and attention to detail.
• Demonstrates independent judgment, discretion, and professionalism in handling sensitive and confidential information.
• Provides exceptional customer service to clients & co-workers by responding in an acceptable time frame.

Qualifications

Minimum Job Requirements

• Bachelor's Degree in Healthcare, Public Administration, Business, or related field
• 2-4 years of administrative/clerical support experience

Knowledge, Skills, and Abilities

• Proficient with MS office package (Word, Excel, PowerPoint and Outlook).
• Ability to learn new software applications.
• Independent and strong problem solving skills.
• Excellent communication skills. Ability to communicate verbally and in writing.
• Able to work independently and flexibly with minimal supervision.
• Able to adapt and react calmly under stressful conditions.
• Able to maintain confidentiality of sensitive information.
• Able to prioritize and handle multiple concurrent tasks.
• Able to manage complex tasks in a fast-paced environment.
• Strong attention to detail.
• Able to represent the department/function in a professional, courteous, and efficient manner.

Job:

Clerical/Administrative

Department:

ADMINISTRATIVE SERVICES-1000-955900

Job Status:

Professional