Administrative Assistant, Biomedical Science Program

Marian University•Indianapolis, IN

1d•Onsite

About The Position

As a part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University is seeking qualified applicants for an Administrative Assistant for the M.S. Biomedical Sciences degree program who will promote our Catholic Franciscan mission and identity by providing administrative support for program faculty in WCOM. A key role of this position will be to coordinate with other administrative assistants the implementation of instructional activities – both teaching and assessment. Other responsibilities related to successful delivery of the curriculum is required. Meeting and event management and maintaining department and curricular calendars are also essential duties.

Requirements

Broad knowledge of office practices, policies and procedures.
Expertise in standard software programs.
Becomes efficient in operating the learning management system and other classroom teaching software programs.
Exceptional verbal and written skills in physical and electronic media.
Adapts message appropriately to the audience.
Ability to prioritize requests from multiple faculty.
Able to write correspondence and develop and write procedures as necessary to ensure the efficient operation of the office.
Uses knowledge of the faculty and the WCOM to answer questions from other departments in the University, the medical and business communities and the general public.
Organized and able to work independently.
Presents a positive image of the University and College to external audiences.
Knowledge of and commitment to the mission of Marian University.
Adheres to Marian University’s policies and procedures.
Exercises independent judgment in maintaining constituent records, applying data standards, identifying data quality issues, prioritizing assigned operational work, and recommending process improvements.
Determines appropriate methods for maintaining data integrity while collaborating with Advancement Operations leadership on complex or policy-related decisions.
Shows courtesy and respect in interactions with fellow employees, students subordinates, and supervisors.
Excellent communication and interpersonal skills.
Demonstrated ability to be self-motivated, and able to work independently with colleagues throughout the university and in the community.
Works collaboratively with colleagues across Institutional Advancement to support operational processes, provide technical expertise, and promote consistent data management practices.
Work hours necessary to perform job requirements satisfactorily on a regular basis.
Manage absence from work in responsible manner to ensure service to clients, work teams, and coworkers.
Comply with Marian University policies and practices and seeking clarification of them when necessary.

Nice To Haves

Bachelor’s degree is strongly preferred or combination of undergraduate core program or certification program in communications, business or related field and 5-7 years of experience in higher education, especially in support of faculty.

Responsibilities

Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
Provide excellent customer service to multiple groups of individuals including faculty, public, students and staff.
Has an understanding and ability to learn instructional technologies such as learning management system, electronic examination software, polling software, lecture capture technologies and serves as a front-line resource for faculty and staff in their use of instructional technologies.
Assists faculty in a variety of administrative and technology areas.
Problem solves as needed.
Works collaboratively with other administrative assistants. This will include regularly meeting with other assistants to continuously improve efficiency and ensure appropriate distribution of work among these individuals.
Provides focused assistance to course directors of designated courses in the Wood College of Osteopathic Medicine.
Provides general administrative support to program faculty members related to regular University business including but not limited to coordinating special projects and events involving biomedical science faculty, and scheduling meetings.
Assists faculty with teaching-related clerical services which may include among others, preparing syllabi, posting materials to the learning management system, preparing examinations, posting exam results, obtaining permissions for use of copyright material and similar related teaching activities.
Schedules committee meetings for Biomedical Division faculty and attends and takes minutes as needed.
Obtains room reservations for face to face meetings and sets up remote meetings using phone or web resources.
As needed, assists in acquiring price quotes for goods and services from vendors at the request of faculty.
Obtains appropriate approval for expenditures.
Prepares request for payment from the business office for goods and services received.
Assists in resolving discrepancies and follows up on unpaid invoices.
Maintains a near-real-time tracking of expenditures in the M.S. in Biomedical Sciences Program in the Wood College of Osteopathic Medicine.
Maintains confidentiality of all verbal and written information related to students and faculty in accordance with Federal Privacy rules and MU-WCOM policies and procedures.
As needed, develop new procedures to address emerging issues related to confidentiality.
Develops familiarity with all relevant University and WCOM policies and follows the same.
Prepares official correspondence for faculty members.
Other duties as assigned.