Coordinates all curriculum and assessment activities accomplished through the College of Osteopathic Medicine (COM). In addition to managing the operations of the department, this position acts as the initial point of contact for both internal and external constituencies providing confidential support. Exercises good judgment in a variety of situations, with strong written and verbal communication; administrative and organizational skills; and the ability to work under pressure at times, handling a wide variety of activities and confidential matters with discretion.
1. Administration of operations coordinating a broad variety of tasks, including but not limited to:
1.1. Tactfully working with a variety of constituents including: students, faculty, administrators, credentialing agencies, professional organizations and community partners.
1.2. Working collaboratively as the administrative liaison between the assigned department and other University departments (division administrators, department chairs, committee chairs, and representatives) assisting in providing high-level responsive services.
1.3. Day-to-day administrative, clerical support for confidential records and files (e.g. student outcomes, strategic planning, accreditation, annual reporting) utilizing a variety of database tools (e.g. Excel, Access).
1.4. Coordinating and facilitating the Curriculum and Assessment exam process in its entirety (e.g. exam preparation, execution, and grading);
1.5. Scheduling exam proctors and reporting proctor hours to payroll.
1.6. Scheduling Continuous Quality Improvement (CQI) Student Team meetings and ensuring Strengths, Challenges, Opportunities, Plan and Execution (SCOPE) reports are received from students and delivered to appropriate faculty members in a timely manner.
1.7. Facilitating the department(s) calendar to schedule appointments, engagements; conferences and meetings (arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.)
1.8. Meeting regularly with the department head to discuss operations and tasks; preparing appointment briefing and background materials and ensuring materials are provided in a timely manner for review.
1.9. Performing general office duties, including: providing assistance in resolving administrative questions and issues; reviewing and editing documents as requested by the department head; answering the telephone; taking and delivering messages; copying and disseminating materials; receiving, sorting, and distributing mail; filing, and preparing standard office forms.
2. Budget and fiscal responsibilities.
2.1. Participate in development of the department(s) budget and required reporting.
2.2. Prepare purchase and travel requisitions expense forms, check requests, payment of invoices and maintains records.
3. Facilitate communication between all internal and external constituents
3.1. Demonstrate professionalism, tact and leadership to maintain credibility, trust, and support with all parties.
3.2. Prioritize and brief the department head regarding information/action items that require review/input/action; handle matters expeditiously, proactively, and follow-through on assignments to successful completion, often with deadline pressures.
3.3. Contribute to document development and distribution, making revisions, obtaining signatures, and assisting in the document process
4. Actively engage in the advancement of the University.
4.1. Assist in the production of meetings and special events, including but not limited to room reservations, catering services, audio-visual requirements, and set-up.
4.2. Provide support for Committees as assigned (e.g. schedule, prepare for and attend meetings, transcribe and distribute minutes)
4.3. Ensure agendas, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of minutes and/or other media.
5. Contribute to team effort by performing other duties as needed/assigned.
Associates Degree Required.
Two years of administrative/coordination related experience.
One year of experience supporting multiple individuals.
Bachelor's or Master's degree from an accredited college or university preferred.
Two years of experience in higher education administration preferred.
Excellent communication skills including high level of skills in email communications.
Proficient in Microsoft Office Suite, including Excel, Word, and PowerPoint; Adobe Acrobat Professional; and other software as appropriate.
Comfortable learning and utilizing new computer programs and applications.
Excellent interpersonal skills and emotional maturity with the essential ability to demonstrate tact and diplomacy.
Demonstrated initiative in being proactive, anticipating needs, and implementing effective action plans.
Requires the ability to set priorities, meet deadlines, and perform assignments accurately.
Must have strong grammar and punctuation skills.
Must have strong organization skills, with flexibility and ability to adapt to changed priorities and effectively handle frequent interruptions.
Capable of balancing multiple projects in stressful situations while meeting deadlines and achieving desired results.
Must be able to maintain positive relations while understanding the importance of confidentiality of data and information.
Detail oriented, including excellent follow through skills.
Must be flexible to work early or late for certain tasks.
Demonstrated ability to work in a team environment, yet work well independently.
Must have excellent telephone etiquette.