Administrative Assistant, Faculty Affairs

Overview:

Quinnipiac University invites applicants to apply for the position of Administrative Assistant, Faculty Affairs.  This position reports to the Faculty Affairs Program Manager and is responsible for providing administrative support for all programs within the Office of Faculty Affairs (OFA) at the Frank H. Netter MD School of Medicine.

The Administrative Assistant is responsible for the processing and tracking of faculty appointments and promotions in the School of Medicine, maintaining an accurate faculty database and providing foundational administrative support for OFA staff and programs.

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:

• Manage and facilitate the timely processing of academic appointments including liaising with the relevant clinical partners on the onboarding of faculty and ensure maintenance of accurate records of appointment status (electronic logging and filing).
• Serve as point person for all administrative processing of faculty appointments and promotions. This includes confidential evaluations, collection and sharing of necessary documentation (CVs, portfolios, external referee letter, chair letter), communication with external referees, communication of decisions made by the Senior Appointments and Promotions Committee (SAPC) to appropriate individuals, and monitoring of compliance with relevant policies and procedures.
• Under the guidance of the Faculty Affairs Program Manager and Senior Associate Dean for Faculty Affairs, provide administrative support for OFA staff and faculty professional development programs including but not limited to scheduling and organizing meetings; assisting with budget management expense reconciliation; and for events: catering and space arrangements, audio-visual arrangements, announcements, guest lists, travel for outside speakers and day-of-event operations.
• Maintain accurate and up-to-date records of faculty appointments and promotions decisions.
• Provide administrative support for the Senior Appointments & Promotion Committee, including the taking of minutes; dissemination of candidates’ dossiers to committee members; provide guidance on dossier requirements and committee policies and procedures; and maintaining the committee calendar.
• In collaboration with the Faculty Affairs Program Manager, work directly with Continuing Medical Education (CME) provider to apply for and obtain CME accreditation for appropriate faculty development activities, including preparation of CME application and submission of required documents, program summaries, attendance summaries, and cost summaries.
• Other duties as assigned.

Education Requirements:

• High School Diploma or GED required.

Qualifications:

• Administrative Assistant experience including Microsoft Office experience.
• Attention to detail.
• Proficiency in data entry, understanding of accounting principles.
• Excellent communication skills.
• Strong organizational and planning skills.
• Proven ability to collaborate effectively with individuals from varied backgrounds.

Special Instructions to Applicants:

TO APPLY:

Applications must be submitted electronically and include a resume and cover letter.

• Please note this is a Grade 5 position in the Clerical Union
• The hourly rate is $24.83
• The work week is 35 hours per week
• This position requires the successful completion of a Microsoft Office skills test and background check

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