Administrative Assistant

• Coordinate and support department communication and outreach activities.
• Assist in the development and distribution of educational, informational, and promotional materials.
• Create and maintain content for websites, newsletters, social media platforms, training announcements, and other communication channels.
• Coordinate outreach efforts with internal departments and external stakeholders.
• Ensure communications are consistent with University branding, accessibility standards, and departmental objectives.
• Coordinate training programs, workshops, meetings, and outreach events.
• Manage registrations, attendance records, schedules, and related communications.
• Assist with the preparation of presentations, training materials, and educational resources.
• Support department efforts to promote safety awareness and engagement across the University System.
• Maintain databases, spreadsheets, records, and reporting systems.
• Compile, analyze, and summarize data for routine and non-routine reports.
• Prepare reports, dashboards, and informational summaries to support departmental operations and decision-making.
• Monitor data quality and assist in maintaining accurate records and documentation.
• Maintain electronic and physical filing systems, records, and departmental documentation.
• Prepare correspondence, reports, meeting materials, and other business documents.
• Coordinate document review, updates, distribution, and retention activities.
• Provide administrative support for departmental projects and operational activities.
• Respond to inquiries and assist members of the University community in accessing department resources and services.

Administrative Specialist CL3 – Communications & Data Specialist

• Provide enrollment and registration support for YourPace students, ensuring accurate, timely, and compliant course enrollment and student record management.
• Monitor enrollment activity, degree progress, and eligibility for course additions.
• Maintain MaineStreet and degree audit accuracy and support student success through coordination with Academic Success Coaches and campus partners.
• Consistent and timely processing of enrollment requests and student support needs.

Administrative Specialist, YourPace Enrollment

• Responsible for managing the YourPace Admissions general inbox.
• Respond directly to prospective students, connecting current applicants to their Admissions Specialist, and directing current students to their Success Coach.
• Responsible for returning phone inquiries and directing calls to the broader admissions and enrollment staff as needed.

Administrative Specialist, CL2 – YourPace Admissions

• Coordinate shift postings, schedule updates, and coverage needs
• Monitor staffing gaps, call-outs, and real-time scheduling needs
• Maintain scheduling tools, trackers, and documentation
• Communicate timely updates to staff and leadership
• Conduct applicant pre-screen calls and coordinate interviews
• Schedule onboarding activities, trainings, and shadow shifts
• Track completion of hiring and training requirements
• Manage calendars and coordinate meetings
• Prepare agendas, take meeting minutes, and track follow-ups
• Draft internal communications and support program initiatives
• Maintain accurate records, shared documents, and program resources
• Support data tracking and reporting needs
• Ensure systems and materials are current and well-organized
• Draft and distribute internal updates, reminders, and announcements
• Support consistent and clear communication across the program

• Scheduling and Coordination: Efficiently receive, coordinate, and schedule surgical service requests.
• Determine and prepare system and equipment needs for each procedure.
• Collaborate with multidisciplinary staff, physician offices, and vendors to ensure all necessary resources are available for surgical procedures.
• Resource Management: Manage and optimize supply and equipment costs.
• Coordinate labor and operating room requirements.
• Gather and analyze payer coverage, coding, and billing information to determine appropriate facility charges.
• Charge Entry and Audits: Perform thorough internal charge entry audits to ensure accuracy and completeness.
• Ensure proper coding to maximize reimbursement.
• Consult with clinical staff to address and resolve any discrepancies.
• Administrative Support: Execute routine administrative duties and oversee workflow to support surgical services.

See all jobs on JobTailor

Administrative Specialist CL3 – Communications & Data Specialist

Administrative Specialist, YourPace Enrollment

Administrative Specialist, CL2 – YourPace Admissions

Administrative Assistant

Surgical Services Administrative Specialist