NOORDA COLLEGE OF OSTEOPATHIC MEDICINE

ADMINISTRATIVE ASSISTANT – BIOMEDICAL SCIENCES DEPARTMENT

Full-time, Salaried position

Location:  On-site Campus

OVERVIEW OF POSITION:

The Administrative Assistant coordinates all activities accomplished through the Biomedical Sciences Department.   In addition to managing the operations of the department(s) this position acts as the initial point of contact for both internal and external constituencies providing confidential support. Exercises good judgment in a variety of situations, with strong written and verbal communication; administrative and organizational skills; and the ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

RESPONSIBILITIES:

1.        Administration of operations coordinating a broad variety of administrative tasks including but not limited to:

1.1.    Tactfully working with a variety of constituents including students, faculty, administrators, credentialing agencies, professional organizations and community partners.

1.2.    Work collaboratively as administrative liaison between the assigned department(s) and College departments (division administrators, department chairs, committee chairs, and representatives) assisting in providing high-level responsive services.

1.3.    Responsible for day-to-day administrative, clerical support for confidential records and files (e.g., faculty evaluations, student outcomes, strategic planning, accreditation, annual reporting) utilizing a variety of database tools (e.g., Excel, Access).

1.4.    Facilitate the department(s) calendar to schedule appointments, engagements; conferences and meetings (arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.)

1.5.    Meets regularly with the department head(s) to discuss operations and tasks preparing appointment briefing and background materials ensuring materials are provided in a timely manner for review.

1.6.    Perform general office duties including aiding in resolving administrative questions and issues, answering the telephone, taking and delivering messages, copying and dissemination of materials; receive, sort, and distribute mail, filing, and preparation of standard office forms.

2.       Budget and fiscal responsibilities.

2.1.    Participate in development of the department(s) budget and required reporting.

2.2.    Maintains and monitors budgets, budget tracking, budget modifications and analyzes monthly reports; reporting variances to the department(s) head.

2.3.    Prepares purchase and travel requisitions expense forms, check requests, payment of invoices and maintains records.

2.4.    Assists faculty in arranging travel, purchasing society memberships and other activities associated with professional development.

3.       Facilitates communication between all internal and external constituents

3.1.    Demonstrating professionalism, tact and leadership to maintain credibility, trust, and support with all parties.

3.2.    Prioritize and brief the department(s) head regarding information/action items that require review/input/action; handling matters expeditiously, proactively, and following-through on assignments to successful completion, often with deadline pressures.

3.3.    Contributing to document development and distribution making revisions, obtaining signatures, and assisting in the document process

4.       Actively engages in the advancement of the College.

4.1.    Assist in the production of meetings and special events, including but not limited to room reservations, catering services, audio-visual requirements, and set-up. 

4.2.    Provide support for Committees as assigned (e.g., prepare for and attend meetings, transcribe and distribute minutes)

4.3.    Ensure agendas, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of minutes and/ or other media.

QUALIFICATIONS:

Education:          Associate degree required; Baccalaureate degree preferred.  Equivalent experience may substitute for education.

Experience:         Two years administrative/coordination related experience.  One year experience supporting multiple individuals.  Two years’ experience in higher education administration preferred.

Skills & Abilities:   Excellent communication skills.  Must demonstrate high level of skills in email communications.  Proficient in Microsoft applications, including Excel, Word, and PowerPoint.  Working knowledge and/or familiarity with Adobe Professional, Photoshop, Paint and Photo Editor, a plus. Must have excellent interpersonal skills, including the ability to understand, assess, and use appropriate professional judgment.  Effective use of diplomacy and tact essential.  Demonstrated initiative in being proactive, anticipating needs, and implementing effective action plans.  Requires the ability to set priorities, meet deadlines, and perform assignments accurately.  Must have strong grammar and punctuation skills.  Must have strong organization skills, be flexible and able to adapt to changed priorities and effectively handle frequent interruptions.  Must be able to effectively handle multiple projects and tasks simultaneously.   Must be able to lift 40 lbs.  Must be flexible to work early or late or on weekends for certain tasks.  Demonstrated ability to work in a team environment yet work well independently.  Must have excellent telephone etiquette.

SALARY & BENEFITS:

Salary is commensurate with education and experience.  Full time staff are eligible for the following benefits:

• Select Health Insurance

• Dental

• Optical available

• 50K life insurance plan and options for additional life insurance

• Short term disability

• 401k

• Professional development available

• Supplemental Insurance  plans available 

• Long-term disability plan available

• Paid holidays, vacation leave, & sick leave

Noorda College of Osteopathic Medicine is an Equal Opportunity Employer and does not discriminate against individuals in any phase of the application or employment phase on the basis of race, religion, creed, color, national origin, sex, sexual orientation, gender identity or expression, age, ancestry, physical or mental disability, medical condition including medical characteristics, marital status, veteran status, economic status, genetic identification, political belief, or any other classification protected by applicable local, state or federal laws. We encourage all qualified individuals to apply.