Administrative Specialist at Advocate Aurora Health in Charlotte, NC

Summary: Advocate Health is the third-largest nonprofit, integrated health system in the United States, headquartered in Charlotte, North Carolina. The UME Administrative Support Associate provides day-to-day administrative support to the Undergraduate Medical Education office, ensuring smooth operation by assisting staff and faculty, maintaining common areas, and coordinating supplies and mail. Responsibilities: - Greet and assist visitors, students, and faculty; maintain a professional “front of house” environment - Sort, distribute, and prepare outgoing daily mail and deliveries - Monitor and maintain the appearance and cleanliness of common areas, including the break room, copy room, and conference rooms - Track and restock office, break room, and copy room supplies; place orders as needed - Manage equipment such as copiers, printers, assist with basic troubleshooting, schedule service calls when required - Reserve and set up conference rooms for meetings, ensuring technology, seating, and supplies are ready as requested - Process purchase orders, Staples and Amazon orders for department as requested - Maintain promotional items inventory within UME and Student Affairs - Provide general assistance to staff and faculty, including copying, scanning, filing, and basic document preparation - Serve as back-up to the Executive Assistant during absences, including managing phones, scheduling meetings, and processing routine requests - Assist with preparing meeting materials, agendas, and room setups for departmental activities or special events as requested - Support data entry, routine reports, and record maintenance as directed - Assist with special projects or tasks as assigned by the Executive Assistant or UME leadership - Help ensure compliance with basic departmental policies, confidentiality standards, and office procedures Required Qualifications: - High school diploma or equivalent required; associate's degree preferred - 1–2 years of administrative or office support experience, preferably in an academic or healthcare environment - Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) - Strong organizational skills and attention to detail - Ability to work both independently and as part of a team - Professional communication and customer service skills Preferred Qualifications: - Associate's degree preferred Required Skills: Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Data entry, Document preparation, Purchase order processing, Basic equipment troubleshooting Benefits: Paid Time Off programs, Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability, Flexible Spending Accounts for eligible health care and dependent care expenses, Family benefits such as adoption assistance and paid parental leave, Defined contribution retirement plans with employer match and other financial wellness programs, Educational Assistance Program