AT Still University's School of Osteopathic Medicine in Arizona (ATSU-SOMA) is looking for a responsible, non-exempt administrative assistant to provide administrative and clerical support for the SOMA Dean’s Office, SOMA faculty, and staff. In addition to typing, filing expense/travel documentation, scheduling Zoom meetings and setting up the meetings, this individual would perform duties such as recordkeeping, coordination of meetings and conferences, distributing mail to faculty and staff, shipping/receiving of packages, plus working on special projects. This individual will be able to provide independent judgment, which is required to plan, and prioritize a diversified workload.

Major Job Duties:

• Responsible for monitoring the workflow of the pre-approval/approval/processing of expense and travel requests
• Manage, schedule, prepare, and submit travel reimbursements for SOMA Dean(s), Department Chairs
• Manage the credentialing process for all faculty to ensure we meet Commission on Osteopathic College Accreditation (COCA) accreditation requirements for hiring and maintaining compliance
• Keep track of current curriculum vitae, board certifications, medical licenses for all SOMA clinical faculty
• Letter template preparation for the chair of residency applications and letters of recommendation.
• Prepare supply orders, assist faculty and staff with office supplies
• Provide back-up for the OMM Center office manager
• Provide administrative and clerical support for the SOMA Dean’s Office and the Director of Operations
• Be the first contact for the Dean’s office for all deans, faculty, staff, and students; able to handle administrative requests
• Protect faculty, staff, and student rights by maintaining the confidentiality of all information pertaining to University business
• Monitor the workflow of requests for travel and purchases; responsible for receiving and processing pre-approvals in a timely manner and ability to provide employee updates on purchases, travel requests, and reimbursements in a timely manner
• Cross-train basics of purchase and travel process
• Document all-expense/travel transactions for department budget tracking
• Perform duties such as recordkeeping, distribution of mail to faculty and staff, as well as shipping/receiving packages
• Prepare supply orders; assist faculty and staff with office supplies
• Schedule Zoom meetings and set up the meetings, prepare the meeting room
• Coordinate meetings/conferences/special events; Assist the Executive Assistant with Gala, Commencement, Orientation, White Coat Ceremony, etc.
• Other duties as assigned

Education and Experience: 

• High school plus one year technical training or schooling.
• Must have two to three years’ experience in an office environment or large medical practice business background with experience in higher education. 
• Two to three years experience in an office environment or medical school.
• Experience working in a medical or academic setting preferred, with knowledge of basic medical terminology.
• Basic computer skills; Internet; Microsoft Office: Word, Excel, PowerPoint; professional communication skills.
• Knowledge of basic business functions, e.g., preparation of correspondence, reports, etc.
• Operation of basic office equipment (PC, printer/copier/scanner).
• Excellent computer skills required to set up document formats in Microsoft Word, Excel, PowerPoint, Gmail, and any other software program required by the position.
• Excellent verbal and written communication skills including editing, for in-person, phone and correspondence.
• Ability to follow directions and work well under pressure.
• Excellent organizational and problem-solving skills.
• Ability to organize and prioritize workload in order to meet necessary deadlines.
• Ability to manage detail-oriented assignments and be flexible with job assignments.
• Ability to make sound decisions.
• Ability to solve practical problems, sometimes under great pressure and tight deadlines.
• Ability to work with faculty/staff/students in a professional manner.
• A high degree of confidentiality.
• Experience interacting with internal and community affiliates.
• Ability to follow and share information regarding university policy and procedure.
• Strong interpersonal skills.
• Problem-solving and critical thinking.

Personal Characteristics or Traits: Strong communication & leadership skills. Work as a team member. Strong attention to detail. Ability to solve problems quickly and accurately. Able to receive constructive feedback and apply it effectively.