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ADMINISTRATIVE SECRETARY

Position Number: S-3306

Position Summary:

This position provides administrative support for Office of Academic Affairs and Foundation Sciences of the College of Medicine. Duties are broad, varied and complex, requiring a high degree of autonomy. 

Required Qualifications:

High school diploma or GED . Three years of qualifying experience or a combination of education and experience that equates to three years. Experience with Microsoft Word. Customer service experience. Organizational skills with strong attention to detail. Demonstrated positive interpersonal skills. Effective verbal and written communication skills. Ability to project a positive attitude. Ability to manage multiple projects and meet deadlines with accurate results. Ability to compose, proofread and edit correspondence. Ability to perform the essential functions of the job. 

Preferred Qualifications:

Prior experience in an office or higher education setting. Prior experience in a healthcare or medical education setting. Familiarity with SAP and Microsoft 365. Demonstrated experience working with financial records. 

Duties & Responsibilities:

Serves as the first point of contact for students, faculty, visitors, and guests, conveying a professional image while answering inquiries and resolving issues for internal and external contacts. Provides administrative support and calendar management for the Foundational Sciences Discipline Chair. Provides various administrative support for the Foundational Sciences faculty, as requested. Provides support for events, special projects, governance committees, and institutional curricular activities as requested. These activities include but are not limited to, data entry/creation for the learning management system, assisting with student photo mapping, and classroom readiness, supporting student focus groups and quarterly medical student council meetings, along with providing backup support for the Curriculum Committee, Year 1 & 2 meetings, etc. Assists with scheduling travel for conferences, meetings (including drafting agendas), taking meeting minutes, and maintaining records/materials as needed. Engages in special projects and assignments as directed, including collecting, compiling, and writing updates and reports on findings and prepping of preliminary findings for leadership as needed. Coordinates communication on behalf of Senior Leadership and provides other administrative support as requested. Assists with the coordination of the Peer Tutoring program, maintains program materials, monitors and approves tutor time entries, and develops programmatic reports. Supports the Assistant Registrar with verification of graduation, letters of good standing, drafting correspondence, verification of education, and other duties as requested. Serves as back-up support for the Dean as needed. Maintains the CMED email account. Ensures the smooth operation of the Office of Academic Affairs and Foundation Sciences administrative area. Assists with accreditation activities as needed. Orders office supplies, maintains inventory, keeps track of orders, and assigns purchases to the appropriate cost centers. Creates, maintains, reconciles, and tracks departmental budgets. Performs Timeclock Plus entry/approvals for students, faculty and staff. Coordinates the scheduling of meeting spaces within CMED buildings and updating calendars accordingly. Hires and supervises student employees. Performs credit card reconciliations for leadership. Supports assessment processes by serving as a back-up to proctor exams when needed. Performs other duties as assigned. 

Supervision Exercised:

None. 

Employee Group: Office Professional

Staff Pay Level: 5

Pay Range: $14.50 - $21.33 p