Administrative Assistant for Clinical Sciences

Rocky Vista University•Billings, MT

19h•Onsite

About The Position

Rocky Vista University in Billings, MT has an opening for a full-time, on-site Administrative Assistant for Clinical Sciences. This role provides administrative support to the department faculty at the RVU-MCOM campus. Key responsibilities include assisting faculty with curricular activities, managing department budgets, coordinating interviews, tracking assessments, coordinating adjunct faculty assignments, maintaining calendars, providing tech support, ordering supplies, assisting with travel, taking meeting minutes, and performing general office support. The position also involves contributing to a culture that respects, values, and promotes diversity, equity, and inclusion.

Requirements

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 inclusive excellence within an atmosphere of access, equity, and inclusion.
High School diploma or equivalent.
Experience working in an administrative support role.

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.