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Posted: Sunday, December 10, 2023 10:17 PM

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*Job Summary:* The Administrative Assistant for the Department of Clinical Affairs will serve as an initial contact person for the Clinical Affairs Department of the Edward Via Virginia College of Osteopathic Medicine (VCOM) and the public, professionals and students of the College. The position requires the provision of high-quality executive support and includes: * Excellent computer skills in Word, Outlook, Excel, and other programs and the ability to learn new computer programs in a short period of time. As the position requires some data analysis full use of Excel is essential and the ability to learn some features of Microsoft teams is also required. * Excellent organizational skills and the ability to multitask and work in a busy environment. The ability to “turn around” correspondence, meeting minutes, and other documents in short amount of time is required. * The position also requires a positive attitude in meeting with students and the public, sound judgment in dealing with student and administrative issues, a high level of accuracy and accountability, a high level of confidentiality, and a good sense of discretion. * Other duties related to general support of the department, including, but not limited to answering telephones and maintaining telephone and email logs, routing inquiries, assisting students and serving as a liaison between them and the Clinical Affairs staff and the Deans, maintaining administrative schedules, scheduling meetings, recording meeting minutes, making travel arrangements, organizing files, managing data bases, preparing reports and official letters, and assisting in the organization of a wide variety of business and social functions, both on and off-campus. The administrative assistant will also collaborate in the preparation of a wide variety of documents including presentations, correspondence, grants submissions, white papers, and other college materials. *Job Duties:* a. Serve as the receptionist for the division with attention to answering phones, relaying messages to the appropriate parties in a timely manner and overseeing /welcoming the visitors in the waiting area. b. Perform general office and administrative support duties including scan, copy, and fax documents; prepare, edit, and proofread documents; send meeting announcements and reminders; order office supplies for clinical faculty and staff per request; and schedule appointments for the department. c. Utilize Microsoft Word, Excel, PowerPoint, Outlook, and the Internet proficiently for creating documents, reports, surveys, data bases and sign-up systems to schedule appointments for large groups. Proficiency in this area is a must. d. Create, access and merge data bases efficiently and accurately to provide information as required to support the department and college. e. Assist with travel arrangements and conference registrations. Make hotel and flight reservations as needed; obtain directions; create event folders with hotel and flight confirmations, directions, agenda, etc. f. Assist with the monthly Clinical Chairs Meetings: schedule meetings, secure their location, attend meetings and take minutes and write summaries. Address issues or projects assigned during meetings. Take minutes for the weekly Clinical Affairs Staff meetings and write summary. Submit all meeting minutes to the Associate Dean for Clinical Affairs within 5 working days of the meetings for revisions as necessary. Ensure all minutes from the Chairs are distributed to the Chairs prior to the subsequent meeting for their review. Ensure minutes are available for final approval at the subsequent chair meeting and maintain copies of these finalized minutes electronically on the shared drive. g. Assist with the weekly Clinical Department Meetings: schedule meetings, attend meetings and take minutes and write summaries. Address issues or projects assigned during meetings. h. Serve in the process of Clinical Faculty Appointments: Schedule, organize, and attend APT meetings, take minutes and prepare reports. Assist the Associate Dean and the technical coordinator with obtaining required materials for credentialing from potential faculty appointees, and the collection and processing of faculty applications. * i. Coordinate with the site coordinators and preceptors to obtain initial and recredential appointment packet documents * ii. Review/prepare submitted packets for the Associate Dean of Clinical Affairs * iii. Process packets for each meeting (scan in and place in appropriate folders, add to Teams spreadsheet) * iv. Take minutes for each APT Committee meeting and submit to the Provst for approval/signature in a timely manner following each meeting * v. Create Dean’s letters and Agreement packets for each appointed preceptor following each meeting and distribute to the preceptors in a timely manner * vi. Enter all preceptors into the Portal following each meeting * 1. Process agreements as they are turned in (obtain Dean’s signature, send back to the preceptors for their records, and place in the appropriate folders) * vii. Process and enter temporary appointments into the Portal as needed for the Director of OMS III and site coordinators. * viii. Process preceptor verification requests * ix. Keep all preceptor files (electronic, hard copy folders, and the Portal) up to date. This includes updating their state license and board certification. * x. Prepare APT spreadsheets as requested throughout the year by different departments. * xi. Process/Review Promotion packets i. Prepare all correspondence by the Associate Dean including but not limited to correspondence with students, faculty, site personnel, DSME and DMEs, hospitals, and the public. j. Assist the Director of Clinical Affairs and Director of Faculty Development with correspondence where appropriate from time to time. k. Coordinate and assist with additional clinical events including clinical site award dinners, on campus departmental and faculty meetings, site coordinator training events, DSME and DME events, Cookies with Clinical annually. l. Plan the DSME/ SC retreat annually. Including but not limited to sending out invites, reserving rooms, making dinner and hotel reservations, ordering food, preparing presentation, ordering gifts, etc. m. Prepare required monthly business financial reports including credit card reports. Obtain approval and maintain records for invoices and leave requests. Enter approved leave requests received for clinical faculty and staff on shared electronic folder. n. Assure records retention for documents for the department based on established policy. o. Assist the Associate Dean of Clinical Affairs with the FAR/ SAR process and annual site visits. p. Assist the Associate Dean of Clinical affairs with creating the Clinical Affairs board report twice a year. q. Perform other duties as assigned by the Clinical Affairs staff and Associate Dean of Clinical Affairs. *Required Qualifications:* * Bachelor’s Degree from Accredited Institution or equivalent experience * Advanced understanding of the entire Microsoft Suite; the ability to produce and manipulate reports, manage large databases; and largely the ability to quickly respond to ad hoc, short notice requests by Administration. This position will also require strong communication and organizational skills, and the ability to work cooperatively in a fast-paced office environment. This position will demand that the individual be self-motivated and detail oriented, with the ability to work proactively with minimal supervision. Other skills important to this position: * Excellent interpersonal and communications skills * Ability to create high quality, professional written documentation and correspondence * Excellent organizational and time management skills – ability to multi-task and complete work in required timelines * Strong team player * Commitment to company values Preferences may be given to applicants who have the following skills or attributes. * Advanced organizational skills and project management experience * Executive administrative assistant experience * Advanced training in Microsoft Suite including Microsoft Certification Successful candidate will be subject to a criminal history background check. Regular, reliable or predictable attendance is an essential function of the job. *Working Conditions and Efforts:* The physical demands and work environment characteristics 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. Physical demands: While performing the duties of this job, the employee is occasionally required to sit; use hands and vision for office equipment such as computers; talk or hear; moderate telephone usage. The employee must occasionally lift and/or move up to 50 pounds. Work environment: Office environment. Outside travel 0% to 5% of time. The noise level in the work environment is usually minimal, however the reception area with frequent visitors, phone calls and discussions may be distracting. This position is classified as a non-exempt position because it does not require that the candidate/employee exercise independent judgement and discretion regarding matters of significance. Employment with VCOM is “at-will”. This means employment is for an indefinite period of time and it is subject to termination by the employee or by VCOM, with or without cause, with or without notice, and at any time. Nothing in this position description or any other policy of VCOM shall be interpreted to be in conflict with or to eliminate or modify in any way, the “at-will” employment status of VCOM employees. *VCOM Core Values: * The employee is expected to adhere to all VCOM policies. As the environment is a professional college, VCOM faculty / staff are expected to dress and behave in a professional manner at work. VCOM faculty / staff are expected as VCOM employees, to be a person who obeys all laws and professional expectations of an upstanding citizen of the community. VCOM expects all employees to maintain a positive attitude in all working relationships with all VCOM departments, employees, medical students, prospective medical students, interns, and residents and to treat all other engaged in the duties of the employment, with mutual respect. I am notified that the College is an equal opportunity employer and does not discriminate on the basis of age, sex, sexual orientation, ethnicity, religion, or disability. Job Type: Full-time Pay: $36,000.00 - $40,000.00 per year Benefits: * 401(k) * 401(k) matching * Dental insurance * Employee assistance program * Health insurance * Life insurance * Paid time off * Retirement plan * Vision insurance Schedule: * 8 hour shift * Monday to Friday Work Location: In person


Price - 39900 - 50600

• Location: Auburn, AL Auburn, AL Alabama

• Post ID: 1702395505 Auburn

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