Administrative Assistant- Office Of Student Affairs

Overview: Quinnipiac University has a strong commitment to diversity and inclusive excellence and enthusiastically invites candidates from diverse backgrounds for the position of Administrative Assistant, Office of Student Affairs. This position will perform clerical duties required and provide administrative support to the School of Medicine Office of Student Affairs, Associate/Assistant Dean for Student Affairs, Director of Student Affairs, Career Advisors, and other Student Affairs staff. About Quinnipiac: Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,000 students in more than 130 degree programs through its Schools of Business, Communications, Education, Computing, and Engineering, Health Sciences, Law, Medicine, Nursing, and the College of Arts and Sciences. Our 21 Division I teams have achieved remarkable success, boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey, a three-time defending national champion women's rugby team, and a trip to the Sweet 16 for our women's basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review's "The Best 388 Colleges." The university is in the midst of program expansion and renewal for both traditional and adult learners, attraction of diverse communities, development of innovative corporate partnerships, and construction of an ambitious set of capital projects. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X. Responsibilities:

• Support assigned Dean(s) and Director(s), Career Advisors in the performance of their duties.

• Collect and maintain documents for onboarding medical student credentialing and compliance. Keep students up to date and on track for QU and clinical sites. Provide documentation and attestations to clinical sites confirming compliance.

• Gather survey data; edit, update, create surveys as well as assist with reporting (i.e LCME and other annual reports. Including handling of sensitive/confidential documents critical for student matriculation, onboarding for rotations and residency placements, including but not limited to Visiting Student Application Service, Electronic Residency Application Service, National Residency Matching Program, Supplemental Offer and Acceptance Program and projects such as LCME accreditation.

• Maintain phone coverage and greet visitors and students, take messages, relay information and answer questions. Handle high public contact efficiently and professionally. Have knowledge of Quinnipiac and School of Medicine procedures, catalog, and the student handbook; answer questions within scope of knowledge and authority. Monitor office supply needs and place orders when appropriate.

• Provide operational support of the medical student government and interest groups, including facilitation of events, implementing selection and election process for student leaders, coordination of fundraising, budget requests and approving student expenditures, tracking expenses, etc.

• Effectively and accurately support the department's budgets and related fiscal tasks in strict accordance with university policy.

• Use and demonstrate proficiency in Quinnipiac's software and hardware systems to accurately and effectively perform duties assigned. This is inclusive of but not limited to budget and record keeping, database and data management, data organization, correspondence, meeting minutes, spreadsheets, reports, grants, forms, and memos.

• Serve as point of contact for all communication in the Office of Student Affairs. This includes, maintaining an accurate and up to date centralized calendar, publishing a weekly newsletter and approving publicity to be posted in designated School of Medicine areas, coordinate correspondence to all new students, including: email, mail, and digital media. Utilize comprehensive writing skills to compose clear, concise and grammatically correct correspondence, minutes and reports and apply proofreading skills to edit typewritten materials for proper spelling, grammar, punctuation and syntax.

• Coordinate event logistics including organization, preparation and procurement for University and School of Medicine events, including Orientations, White Coat Ceremony, Professional Development Weeks, Match Day, and Commencement, workshops, wellness initiatives, student study breaks, departmental lunches, and other Student Affairs meetings.

• Assist and set up AV for meetings and events.

• Arrange meetings as required, notify participants, and arrange for all materials, food, facilities, AV equipment, budgets, travel, and support functions. Handle travel for administrative staff, school guests and students.

• Other clerical duties as assigned.

Education Requirements:

• High School Diploma or GED required

Qualifications:

• Minimum of 1-3 years of experience in an administrative role.

• Demonstrated technical skills with Microsoft Office applications, including Word, Excel, and Outlook.

• Proven proficiency in an administrative assistant role including proficiency in calendaring, budget and record keeping, and event coordination.

• Strong problem solving, organizational, and analytical skills.

• Exceptional interpersonal skills with the ability to interact with diverse populations.

• Proven ability to communicate with cultural competence and humility.

Special Instructions to Applicants:

TO APPLY:

Applications must be submitted electronically and include a resume, cover letter addressing how your experience supports the requirements of this position and Quinnipiac's commitment to diversity and inclusion and contact information for three references on the application form.

• Please note this is a Grade 5 position in the Clerical & Technical Union

• The hourly rate is $24.83

• Work week is 35 hours per week

• This position requires the successful completion of a Microsoft Office skills test and background check

We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.

Quinnipiac University is an Equal Opportunity Employer.