Office Specialist, Office Of Faculty - 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 hard to imagine a more inspiring place to work.

Brigham Young University strongly prefers to hire faithful members of The Church of Jesus Christ of Latter-day Saints.

Office Specialist, Office of Faculty - School of Medicine

The Office Specialist in the Office of Faculty coordinates the operations within the Office of Faculty at the BYU School of Medicine (BYU MED), consisting of the Associate Dean of Faculty and the Department Chairs. This role ensures efficient office operations, plans and executes events, provides budget reconciliations, and coordinates hiring and onboarding for new faculty and employees in the office. This position requires strong skills in organization, communication, and time‑management; attention to detail; discretion with confidential information; and the ability to manage multiple priorities independently and collaboratively. The School of Medicine is looking for someone who is mission-aligned and will support the vision to foster a spiritually enriching environment where employees and students can deepen their testimonies of Jesus Christ while preparing students for a lifetime of service as Christ-centered physicians.

What you will be doing in this position

Office Coordinator

• Supports the coordination of all Clinical Affiliate Faculty.

• Manages faculty records for all Full-time, part-time, and affiliate faculty, including CV's and documents related to promotion and status.

• Manages the execution of documentation and record keeping in compliance with LCME accreditation standards and BYU MED Bylaws.

• Assists Chairs and Deans with creation, management, and training of the faculty rank and status process.

• Plans and coordinates annual stewardship reviews of each faculty member.

• Assists with coordination between the Office of Faculty and other BYU MED Offices on items related to faculty.

• Manages office processes and procedures; provides recommendations for improvement.

• Coordinates office/department meetings.

Human Resource Specialist

• Assists with scheduling hiring interviews.

• Assists with onboarding new employees.

• Coordinates tracking of faculty leave as assigned.

• Collaborates with the HR Business Partner on projects and issues as needed.

Event Coordinator

• 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 and workshops.

• Assists in the coordination of other conferences and events as needed.

Finance Operations Specialist

• Supports budget reconciliation for the Office of Faculty and Faculty Departments.

• Pulls reports and conducts simple financial analysis to support budgeting, reconciliation, and decision making.

• Assists with purchasing materials and services needed by the departments and offices.

• Submits and handles Workday transactions, such as expense reports and travel authorizations, as needed.

General Administrative Support

• Prepares meeting materials, attends meetings, takes minutes, and manages follow-up as necessary.

• Plans and coordinates business travel for Department Chairs, Associate Deans, and other leaders as needed.

• Manages calendars for Associate Deans or Chairs as assigned, including scheduling meetings, reserving rooms, etc.

• Assists with responding to emails and sending emails as requested.

• Stays up to date and provides guidance on University Policies & Procedures.

• Other responsibilities as assigned.

What qualifies you for this role

Minimum Required:

• Bachelors degree plus one year 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 take initiative

• Exceptional organizational skills

• Strong attention to detail

• See 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

• Maintain 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.

Members of The Church of Jesus Christ of Latter-day Saints must hold and be worthy to hold a current temple recommend.

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!