Midwestern University Sr. Administrative Assistant - Clinical Education Department- AZCOM in Glendale, Arizona
The Senior Administrative Assistant is the first person to greet guests when they come to the AZCOM Clinical Education Office. They assist faculty and staff members with a variety of tasks each day, including room scheduling, preparing check requests and expense reports. They are responsible for ordering supplies for the department, scheduling students to attend state medical board meetings, and coordinating and tracking a yearly survey that goes out to the residency directors of our most current graduating class. The Senior Administrative Assistant also arranges several faculty meetings and takes/transcribes the minutes of these meetings. This position reports to the Assistant to the Dean for AZCOM and supports the Clinical Education Department.
General office support:
Greet and assist students/visitors to the Clinical Education Department
Direct callers to the appropriate Clinical Education Department staff or faculty member
Maintain reception area and student computers daily
Organize and maintain Clinical Education file room; includes misc. filing, record purging
Distribute department mail
Forward paperwork received in the office to the appropriate individual
Receive medical supplies on behalf of faculty/staff and notify them of delivery
Keep schedule for the Clinical Education conference room; utilize MWU Resource Scheduler for meetings in other areas of the campus
Online ordering of office supplies for entire department
Online ordering of books, misc. items, including medical supplies
Assist new hire staff/faculty with desk/phone set-up, desk/door plates, tech requests
Prepare new preceptor packets for COEE Coordinator or faculty, as requested
Assist with entering rotation evaluations into RMS and filing evaluations
Set up Web-Ex meetings
Assist with entering preceptor evaluations into RMS
Cross train to another position in the department, as directed, by the Assistant to the Dean of AZCOM
Arrange/take minutes for AZCOM Committees, as assigned by Assistant to the Dean of AZCOM. Current assignments: DPRAC Committee and Department Chair meetings
Coordinate and manage MSIII attendance at state medical board meetings
Send out and track yearly graduate survey forms and create yearly report for Associate Dean of Academic Affairs. Will work with Assistant to the Dean of AZCOM on this project
Process online membership renewals, other approved purchases made via check request, purchase requisition, or with Clinical Education department card at direction of department staff and/or Assistant to the Dean of AZCOM
CME/book money allowance tracking for faculty; coordinate with Assistant to Dean of AZCOM and other support staff
Process Concur reports for faculty
Assist Associate Dean of Clinical Education with miscellaneous projects, as requested
Assist with on or off campus AZCOM events, scheduled college inspections, etc. at the direction of the Assistant to the Dean of AZCOM
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED and 3-5 years administrative support experience required. One year certificate from college or technical school and/or Associate degree and 5-7 years relevant working experience desired. Experience working in a team and customer service oriented environment. Excellent written and verbal communication skills.
Computer proficiency in MS Office (Word, Excel, Outlook).
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race, color, religion, gender, national origin, disability, or veterans status, in accord with 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a).