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

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.
• Supports the planning and coordinating of faculty development events, retreats, and workshops.
• Assists in the coordination of other conferences and events as needed.

Finance Operations Specialist

• Assists with purchasing materials and services needed by the departments and offices.
• Submits and handles Workday transactions, such as expense reports and travel/spend authorizations.
• Assists with tracking cost center budgets, prepares basic financial reports, and fulfills other administrative processes related to operational budgets and expenditures.
• Collaborates with finance business partner on financial issues as needed and serves as backup when required.

What qualifies you for this role

Education/Experience

Minimum Required:  

• Bachelor’s degree plus one year of experience as an administrative/executive assistant, office manager, or equivalent experience
• OR Associate’s degree plus two years of experience as an administrative/executive assistant, office manager, or equivalent experience
• OR five years of experience as an administrative/executive assistant, office manager, or equivalent experience

Preferred:

• Bachelor’s degree and three or more years of administrative support or office management experience

Skills, abilities, knowledge, licenses, certifications:

Required:  

• A firm commitment to the BYU School of Medicine and the mission of BYU
• Work in-person, Monday-Friday during normal business hours
• Collaborative, customer-oriented attitude
• Anticipates needs and takes initiative
• Exceptional organizational skills
• Strong attention to detail
• Sees tasks to completion, ensuring stakeholder needs are addressed and met in a timely manner
• Professional written and verbal communication skills
• Confidence with Microsoft Office Suite software (Word, Excel, PowerPoint, Outlook, Teams)
• Maintains strict confidentiality with sensitive information and documents

Preferred:

• Event planning experience
• Budget reconciliation experience
• Knowledge of Workday
• Knowledge of university policies and procedures
• Project management skills

What we offer in return:

This position comes with fantastic benefits, including:

• 401k. BYU automatically contributes 8% at no cost to you. Additionally, if you contribute 5%, BYU adds an additional 4% (Rehires may qualify for different retirement plans) 

• Generous vacation and sick time, plus 13 paid holidays 

• Employee assistance program, available to the employee and all members of their household 

• Tuition benefits for employees and eligible family members 

• Access to athletic facilities 

• Excellent medical/dental benefits 

• Short/long term disability benefits 

• Paid parental and maternity leave 

• Wellness program 

• Free on-campus parking 

• Free UTA passes for employee, spouse, and qualified dependents 

• Discounts at the BYU Store and for many events at BYU 

Pay Grade: 49

Typical Starting Pay: $22.50-$29.25 ($47,500-$61,500)

The actual compensation offered will take into consideration internal equity and may vary based on the candidate’s job-related experience, knowledge, skills, and other relevant factors. Candidates with very significant work-related experience may receive an offer higher than the posted typical range.

Required Documents:

All Staff positions require a resume.

Refer to the Job Posting for any additional required documents.

Brigham Young University is an equal opportunity employer, including disability and protected veteran status.

Brigham Young University (BYU) is widely recognized not just for its world-class education, but for its deep commitment to inspired religious values. Gathered together in a Christ-centered atmosphere, BYU employees are a vital part of a community of belonging, where we value the experiences, perspectives, and talents of each individual. If you share in our devotion to faith and to excellence, we have a place for you here at BYU!