Administrative Assistant, Clinical Faculty 1 – College of Osteopathic Medicine

Administrative Assistant, Clinical Faculty 1 – College of Osteopathic Medicine

Salary: $24.73 per hour
Benefits: Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents.  Details at www.duq.edu/benefits
Location: College of Osteopathic Medicine
Position Status: Full-time                                             
Hours: Varied
Position Number: 001664/30-455               
FLSA Status: Non-exempt

POSITION SUMMARY:

This highly skilled paraprofessional position requires the exercise of considerable initiative, independent judgment, high-level administrative work, and discretion to support and facilitate the role of the Clinical Affairs Faculty and the Clinical Affairs Department.

This position reports to the Chair of Primary Care, Clinical Affairs.

DUTIES AND RESPONSIBILITIES:

Provides overall administrative support to the Chair of Primary Care and the Division Chiefs under the Department of Primary Care in the College of Osteopathic Medicine (COM):

Takes proactive initiative to support the daily functioning of the Chair and Division Chiefs

Manages the Chair and Division Chiefs’ appointment calendar and coordinates with others within the COM, University, and outside entities to meet scheduling needs

Assists Chair and Division Chiefs prepare for lectures, labs, and all things related to delivering curriculum to students

Develops and maintains syllabi, evaluations, schedules, etc. related to clinical courses using approved software including Canvas, One45 (Acuity Insights), and other software platforms used in the tracking and delivery of the clinical curriculum

Collaborates with the Clinical Affairs and Biomedical Affairs departments’ staff and faculty, medical education department, medical registrar, students, and others in the COM (and at clinical sites where applicable) to ensure timely and accurate communication regarding student schedules, assignments, clinical curriculum, evaluations, assignments, and grading

Helps to administer and proctor examinations including applicable NBOME COMAT examinations according to required protocols

Coordinates and disseminates a variety of internal and external communications and
records in support of the student’s curriculum experiences

Assists in travel arrangements and related events

Manage multiple and competing priorities and schedules simultaneously

Assists in projects related to the Department of Primary Care:

Takes responsibility for assigned projects, completing related tasks, and identifying and implementing strategies to improve processes and procedures related to the projects

Develops and maintains standard operating procedures (SOPs) for departmental processes and implementation of COM policies

Creates and maintains accurate files related to the departments, committees, events, and assigned projects

Effectively communicates with members of the team to ensure accurate record-keeping

Facilitates timely completion of assigned tasks through regular reminders and follow-ups ahead of deadlines

Assists in the development of written and printed materials for projects, accreditation, curriculum documents, events, etc.

Helps to maintain documents related to faculty and staff within the department

Assists in the maintenance of the department’s budget

Collaborates on budget oversight and record-keeping

Provides regular monitoring and budget status reports

Professionally represent the COM

Develop meaningful relationships while maintaining confidentiality and discretion in communications

Ensure frequent and timely follow-up communications, proactively identify needs and resolve communication gaps

Participates in the College of Osteopathic Medicine events including conferences, white coat ceremony, graduation, etc.

Completes other duties as assigned

REQUIREMENTS:

Minimum qualifications:

Associate degree in a related field from an accredited institution

Work-related experience as an administrative assistant

Skills must include:

Excellent time management and