Administrative Assistant, Medical Education

Title Administrative Assistant, Medical Education
Department Name Office of Medical Education
Supervisor Director or Medical Education
Non-Exempt Administrative Supervision

Special Requirements and Conditions

Some educational or administrative activities will occur outside of regular business hours.

Some physicality is associated with this position. Position will be required to set rooms; applicant will likely need to rearrange tables and chairs, move meeting materials such as large stacks of paper, food orders for up to 120 people, easels, etc.


Items Used

Computer, printer, scanner, copy machine, calculator, telephone, and document shredder

Position Purpose

Provides essential and high-level administrative support to the Office of Medical Education. Participates in the development, implementation, and administration of programs and initiatives of the CUSM-SOM Office of Medical Education. Ensures that services for students are carried out in compliance with University policies and standards. Provides administrative support to various committees, processes purchasing requests, coordinates activities related to curriculum and assessment, course and program evaluation, registration, and other student services. Prepares necessary files, agendas, takes minutes, follows-up on action items, and handles routine correspondence. Utilizes good judgment, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential, and sensitive issues. Communicates positively, effectively, and professionally with others and collaborate and accept direction.

Information provided below is a general description of responsibilities; it is not intended to provide an all-inclusive list of responsibilities and may change depending on the needs of CUSM.



Essential Function % Time

Administrative

65

  • Establishes and maintains organized and efficient files and records for the Office of Medical Education; gathers, enters, and/or updates data to maintain records, files and databases, as appropriate.
  • Compiles information, updates, formats and edits, for grammar and accuracy, publications related to medical education. Coordinates publication of materials in consultation with appropriate stakeholders for dissemination and/or meetings.
  • Coordinate activities related to the Office of Medical Education. Prepares rooms for educational and assessment activities. Prepares timetables, meeting materials, and schedules room bookings for the Office.
  • Processes purchasing requests for the department, maintains inventory, and prepares regular and ad hoc budget/purchasing reports.
  • Monitors room scheduling system, approves rooms for educational and administrative activities.
  • Monitors the student attendance tracking system daily and forwards data/reports to the appropriate administrators in a timely manner. Maintains, verifies, and appropriately distributes documentation of excused/unexcused student absences.
  • Creates, composes, and edits technical and/or administrative correspondence, documentation, report, memos, and other written correspondence and materials. Data entry with a high degree of accuracy.
  • Applies knowledge of standard concepts, practices, and procedures. Maintains up-to-date knowledge of current policies, procedures and regulations.
  • Performs other related tasks as requested or assigned.
Essential Function % Time

COORDINATION

35

  • Communicates effectively with deans, faculty, and staff.
  • Coordinates committee meetings, distributes preparatory materials, prepares and distributes meeting minutes, provides administrative support to assist in the completion of resulting action items, maintains committee timelines and rosters.
  • Assists Curriculum and Assessment Coordinators with data collection and entry, document preparation and review, maintenance of educational calendar, proctoring examinations, maintenance of Curriculum Inventory, question banks, faculty support for classroom and office technology.
  • Reviews and verifies student documentation of research activities, external learning opportunities – e.g., away electives and global health electives.
  • Serves as an integral component in staff, faculty, and student activities as directed by the Director or Associate Deans of Medical Education; delivering Pre-Clerkship, Clerkship, and Global Health curricula for the CUSM – School of Medicine.
  • Communicate with and develop working relationships with a wide range of contacts, including the administrative offices, hospital systems, the business community, and with other institutions.


Minimum Requirements

  • Associate’s Degree plus two years of clerical experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties.
  • Demonstrated experience in a fast paced, high volume environment providing support.
  • Demonstrated excellent oral and written communication skills to communicate and interact effectively with colleagues, faculty, students, and visitors.
  • Demonstrated ability to provide quality customer service via telephone, in-person, internet, and mail.
  • Demonstrated ability to interact professionally with diplomacy, patience and courtesy with diverse groups; ability to establish and maintain effective and cooperative working relationships while providing exceptional customer service.
  • Demonstrated skill in working independently and completing assignments with minimal supervision. Must effectively prioritize assignments to complete work in a timely and accurate manner under pressure of deadlines, and with frequent interruptions and competing priorities. Must be able to adjust priorities quickly, multitask and have excellent organizational skills.
  • Demonstrated skill in interpreting policy and procedures related to the position and keeping others informed.
  • Demonstrated skill in effectively using a personal computer and applications such as Microsoft Office (Outlook, Word, Excel, Access, and Power Point), and desktop publishing applications such as Adobe PageMaker, Photoshop, Acrobat, Microsoft Publisher, etc. Demonstrated skill in developing spreadsheets and databases.
  • Demonstrated skill in effectively using a personal computer and applications such as Microsoft Office (Outlook, Word, Excel, Access, and Power Point), and desktop publishing applications such as Adobe PageMaker, Photoshop, Acrobat, Microsoft Publisher, etc. Demonstrated skill in developing spreadsheets and databases.
  • Must successfully complete and pass a pre-employment drug screen/physical and background check through the Department of Justice.


Preferred Qualifications

  • Experience in a medical school or professional school setting.
  • Familiarity of the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.


To apply for an open position, please download and complete CUSM Employment Application. Please type in your signature and email your completed application to HR@calmedu.org with your cover letter and resume or curriculum vitae.