Staff Assistant - Academic Affairs Assessment Unit, Rowan-Virtua School of Osteopathic Medicine

Rowan-Virtua School of Osteopathic Medicine

Job Title:                            Staff Assistant

Department:                      Academic Affairs – Assessment Unit

Facility:                              Rowan-Virtua School of Osteopathic Medicine

Reports To:                        Associate Dean for Assessment                               

 

SUMMARY

Under the direction of the Associate Dean for Assessment, provide support for all assessment-related activities and functions for the School of Osteopathic Medicine. Work collaboratively with the Deans, Chairs, phase directors, course/clerkship directors, academic units, faculty and staff in fulfilling assessment activities. Provide direct administrative support for the Associate Dean of Assessment, assessment staff members, and related assessment committees.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Provide administrative support for the Associate Dean for Assessment including scheduling and managing calendar events both in-person and WebEx, manage email and phone communication, prepare documents, as well as other related activities. Use Outlook and 25Live room reservation system to schedule events and meetings.

Provide primary support and coordinate the activities of the Individual Performance Assessment and Competency Coaching (IPACC) committee. Assist with tracking student progress, compiling student data for review, and creating presentations. Manage all written communication and reporting of committee decisions to students and appropriate faculty, academic coaches, and staff from associated units. Manage communication and follow-up of student progress reports. Record all committee proceedings and outcomes and prepare summary reports for presentation at Executive Council and faculty meetings. Complete other ad-hoc IPACC-related data summaries as needed.   

Coordinate and track assessment unit functions, timelines, and activities. Maintain assessment, exam, and reporting schedules and log of policy changes. Prepare and submit informational documents for the departmental semi-annual newsletter and reporting. 

Execute tasks requiring the development of Excel spreadsheets with formulas, data collection from a range of data sources, data cleaning, data entry, and data reporting with accuracy and attention to detail.  Conduct quality control reviews of data sources.

Produce accurate documents, slides, forms, and charts/graphics and support the preparation and editing of policies, standard operating procedures, surveys, reports, and manuscripts for the assessment unit utilizing a variety of software packages (Excel, Word, PowerPoint, One45, Qualtrics etc.).

Facilitate MSPE advisor responsibilities by effectively using the Starfish system to schedule advising meetings with students.  Collect and organize student documentation, determine compliance status, and create comprehensive student portfolios in preparation of advising meetings.  

Support the post-exam review process. Utilize ExamSoft to download data into Excel templates for review and reporting. Schedule meetings and record and disseminate outcomes from exam meetings.

Arrange meetings and record meeting minutes, prepare meeting materials, and assist with other routine tasks as assigned.

Make travel arrangements, prepare travel approvals, and process payments/reimbursements in accordance with University policy.

Provide support for tracking assessment expenditures and assist with purchases and processing reimbursement and ensuring funds are utilized according to policy and regulations. 

Establish and maintain (through the use of One45, the restricted drive, and command prompt scripts) record-keeping systems and confidential records, academic files, and other committee and academic-related documents that meet documentation requirements for assessment and accreditation.

Serve as liaison and respond to inquiries from various committees and administrative units of the University such as Purchasing, Accounts Payable, IST, etc.

Assist with Academic Affairs office reception functions.

Perform other related duties as required.

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

Bachelor’s Degree in Liberal Arts, Public or Business Administration, Education or related social sciences field plus one (1) year of professional level experience, pr