Administrative Assistant II

Salary/Position Classification

• $40,300+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes*

Position is Monday-Friday 8:00am to 4:30pm. Once fully trained a hybrid schedule may be agreed upon based on policy but is not guaranteed.

Purpose of Position

This purpose of this position is to provide high-level administrative support to the Assistant Dean of Phase 2/3, which includes performing skilled administrative and general assistant work, calendar management, data records, serving as the primary phone and in-person contact, drafting correspondence, assisting faculty and/or support staff, filing and records management, travel assistance, and other clerical responsibilities.

Duties & Responsibilities

• Coordinate Affiliation Agreements and other projects related to the Medical Curriculum
  • Act as a liaison, communicate with stakeholders, execute, follow-up, and file affiliation agreements
  • Conduct MN background checks as needed for the medical students
  • Review, track and follow up on student monitoring items (for example: duty hours compliance, availability of secure storage, HIPAA, Residents as Teachers time, timely grading for clerkships and AI, yearly module compliance)
  • Download compiled course evaluations and send to clinical departments and course directors each trimester
  • Update the Peer-to-Peer feedback for Phases of electives/acting internships and upload to the webpage. This includes management of the feedback database and managing the access groups for the web. Complete in the fall and end of academic year
  • Manage the M.D. phase 2 and 3 student positive professionalism feedback: receipt of comments, compilation and distribution
  • Assist with proctoring Phase 1-3 NBME exams
  • Manage and coordinate the positive professionalism feedback for medical students
  • Backup for step prep and interprofessional 2 management 

• Provide administrative support to Assistant Dean and department
  • Keep track of department, college and university deadlines that relate to the M.D. program and help ensure they are met
  • File documents in accordance with the SMHS Records and Information Management policy and processes
  • Maintain the electronic and versatile filing systems (assist with the maintenance of permanent records of all annual reports and important documents)
  • Draft correspondence
  • Compile data as appropriate and prepare reports 
  • Act as a liaison with other departments and partners
  • Complete travel arrangements and reimbursements 
  • Assist with coordination of special events on and off campus as needed
  • Coordinate and manage the calendar of the Assistant Dean for Phase 2/3 and schedule other meetings and appointments
  • Receive and direct calls and visitors to the appropriate faculty or staff member for action 

• Provide administrative support for Phase 2/3 Schedule System
  • Oasis learning management system coordination (or alternate learning management system being used for phase 3 course assignment)
  • Set up of courses in Oasis on a yearly basis
  • Enrollment of phase 2 students in Oasis
  • Set up and completion of 2-stage lottery in Oasis
  • Assisting campus offices with student schedules in Oasis 

• Provide administrative support for meetings and events 
  • Schedule, take meeting minutes, create agenda, send communication/announcements, monitor action items/ensure the necessary follow up the following meetings/committees:
    • Quarterly Clinical Staff Meeting
    • Intro to phase 3 meeting
    • Heads up meetings
    • Other committees/meetings as assigned
    • This includes attending all meetings, contact other support services as needed (e.g., Information Resources), ensure that meeting rooms are reserved, set up appropriately, and facilitate special needs for meetings that require connection of satellite locations
  • Maintain the electronic and versatile filing systems for all curriculum committee related records held by the Assistant Dean for Phase 2/3 which includes assisting with the maintenance of permanent records of all annual reports and important documents

• Provide administrative support for electives
  • Manage and coordinate the All Phase/All Campus Caregiver Elective including set up of course section in the learning management system, communication of responsibilities to the student, ensuring evaluat