This person will be expected to provide administrative support to the Assoc Dean of Clinical Education. The individual must exercise initiative, independent judgment and discretion in arranging meetings, maintaining appointment schedules, taking patient concerns and disposing of requests for information. This individual must be comfortable working in a customer service setting interacting with students, faculty, patients and staff. Assists the Associate Dean with recording weekly faculty clinic schedules; process faculty requests for leave and accurately recording in the online faculty clinic system.
Scheduling and Meeting/Event Coordination:
-Responds quickly and efficiently to scheduling requests and manages the Associate Dean's schedule. This includes coordinating meeting spaces and materials for various working groups and committees the Assoc. Dean participates in. Makes the Associate Dean’s travel arrangements, prepares itinerary and event information.
Document Production and Distribution:
-Prepares agenda items for meetings for the department. Create and print documents, presentations and materials. Edit letters, documents and publications. Sorts and distributes mail, Faxes, photocopies, and collates documents or materials. This also includes scribing meeting and committee and task force notes that the Assoc. Dean is chairing.
-Responsible for creating, generating disbursements and limit orders for the department. Responsible for managing the departmental budget and financial activity for Clinical Education including approving and monitoring invoices, payroll and supplies and attending relevant budget meetings as needed. Responsible for getting appropriate approval signatures from the Dean's Office for Pcard, travel expenses, phone bills, etc.
Supplies and Equipment:
-Operates some office equipment. Prepares orders for basic office supplies. As well as, plan and organize various student events.
High School Diploma Required.
Bachelor Degree in Business Management or related field is preferred.
Must possess outstanding computer skills including advanced knowledge of all Microsoft Office products including PowerPoint.
Fluency in the essential conventions of business writing, including memos, meeting minutes, and e-mails; outstanding grammar and punctuation
Demonstrated ability to establish priorities, meet deadlines and be able to critically think through problems and present potential solutions
Ability to work across teams with a variety of projects and constituencies
Must be able to work independently on responsible and confidential assignments utilizing the utmost discretion
Must be willing and able to observe and maintain confidentiality; professional image, demeanor, and business etiquette
Must demonstrate experience with information management for both internal and external purposes
Excellent time management and organizational skills for coordinating meetings, travel schedule and specific arrangements.
Must have excellent multi-tasking skills with the ability to work under pressure and meet deadlines.
Must demonstrate ability to be flexible and adaptable to rapid changes in the daily work environment.
Must have demonstrated strong interpersonal skills