Administrative Assistant for Clinical Sciences

Rocky Vista University•Billings, MT

2d•Hybrid

About The Position

Rocky Vista University (RVU) is seeking a full-time Administrative Assistant for Clinical Sciences to provide on-site administrative support to the department faculty at the RVU-MCOM campus in Billings, Montana. This role is crucial in supporting the planning and execution of curricular activities, managing departmental budgets, coordinating interviews, tracking assessments, and ensuring the smooth operation of the department. RVU is committed to inclusive excellence and fosters a diverse, equitable, and inclusive environment.

Requirements

High School diploma or equivalent experience working in an administrative support role.
Ability to communicate well and work effectively in a team-based environment.
Ability to maintain strict confidentiality.
Working level of computer skills, specifically Microsoft Office products (Word, Excel, Outlook) as well as video conferencing (e.g. Teams and Zoom).
Ability to work with a high level of attention to detail, organization and quality.
Ability to multi-task effectively and efficiently.
Ability to recognize and solve problems quickly.
Ability to maintain strict confidentiality of protected data (student grades, etc).
Ability to learn new software programs.
Effective time management skills and ability to meet deadlines.
Initiative and independence in carrying out job responsibilities.
Ability to keep a clean and well-organized working environment.
Ability to respect, value, and promote diversity within an atmosphere of access, equity, and inclusion.
Ability to orally communicate effectively with others.
Ability to communicate effectively in writing, using the English language.
Ability to work cooperatively with colleagues and supervisory staffs at all levels.

Nice To Haves

Professional certificates or college degree (associates or other advanced degree).
Experience with budget management and expense tracking.
Experience with Microsoft Office Products and video conferencing platforms.
Professional background or experience in education.

Responsibilities

Assist faculty with their planning and execution of curricular activities including labs, lectures, quizzes, exams, and small group activities.
Assist department chair in managing department budget.
Assists Department Chair with calendar and departmental organization.
Coordinate departmental faculty and staff interviews.
Ensure accurate tracking of assessments and gradebook in Learning Management System.
Coordinate adjunct faculty teaching assignments and submit timecards.
Track student attendance and academic performance, in collaboration with Clinical Sciences Lab Coordinator.
Maintain calendars for faculty in the department, including scheduling meetings with students.
Support the Clinical Sciences Lab Coordinator in ensuring curricular content in the Learning Management System is uploaded correctly and in a timely fashion.
Provide tech support for faculty.
Order and receive supplies for the department, including submission or requisitions.
Assist faculty in organizing work-related travel and reimbursement requests.
Schedule, attend, and take minutes for department meetings and other assigned committees.
Performs general office support duties including maintaining electronic and paper files, answering phones, completing reports, creating correspondence, proofreading, maintaining office equipment, and overall departmental organization.
Help build a culture that respects, values, and promotes diversity within an atmosphere of access, equity, and inclusion.
Other duties as assigned by the Chair of the Department of Clinical Sciences or his/her designee.
Assist administration, faculty, and staff in special projects as necessary.