Sr. Administrative Assistant - Clinical Education

Summary

The Sr. Administrative Assistant will provide support for the activities in the Clinical Education Department. This position reports to the Clinical Education Support Manager with the Chicago College of Osteopathic Medicine (CCOM).

Essential Duties and Responsibilities

• Assist with student rotation orientations/didactics/ labs by preparing any and all necessary documentation, room assignments, attendance and campus access.

• Assist with rotation paperwork submissions.

• Maintain evaluation data for preceptors, didactics and labs.

• Perform RMS data entry including but not limited to rotation information, student evaluations, preceptor information and evaluations.

• Assist with the maintenance of student files including but not limited to final grade entry, filing and assist with the compliance of required paperwork.

• Order office supplies, books and any other necessary materials to keep the student rotations running smoothly.

• Process LOAs, check requests and CARS IDs for all lecturers/preceptors, and provide support for use of MWU resources by lecturers/preceptors to ensure all lecturers/preceptors will continue to take students.

• Assist with the processing of affiliation agreements.

• Assist in clinical clerkship orientation process preparing documents for distribution to prepare students for clinical rotations.

• Faculty annual credentialing and tracking by department, including credentials, appointment status, research and possible adverse action

• Coordinate the cumulative COMLEX score graphic representations.

• Handle filing, copying, ordering, phone inquiries, processing invoices, obtaining articles for faculty.

• Maintain on-going documentation for new accreditation requirements.

• Update webpages as required for accreditation (over 100 webpages are to be managed).

• Scan and shred paper documents in compliance with records retention policy.

• Take minutes of all required meetings and maintain documentation resource.

• Support any and all activities of the Clinical Education department.

• Perform other duties as assigned by the Clinical Education Support Manager.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High School diploma or GED required. 3-5 years of previous administrative support experience required. Bachelor's degree from a four year college or university desired. Requires excellent interpersonal communication skills, written and verbal. Must be well organized and excellent at multi-tasking. Must be able to handle stress well. Must be able to read, analyze and interpret documents. Must be able to respond professionally to the most sensitive inquiries or complaints.

Computer Skills

Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and Windows.

Language Skills

Intermediate Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability

Intermediate Skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Mathematical Skills

Intermediate Skills: Ability to calculate figures and amounts such as discounts, interests, commissions and proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

Physical Demands

The physical demands 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.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle or feel; and talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke