SOMA - Administrative Assistant, Operations

A T Still University of Health•Mesa, AZ

20d•Onsite

About The Position

A.T. Still University's School of Osteopathic Medicine in Arizona (ATSU-SOMA) is seeking a full-time, non-exempt Administrative Assistant for the Operations team on the Mesa, Arizona campus. Under the direct supervision of the Director of Operations, this position provides administrative and clerical support for the SOMA Dean’s Office, SOMA faculty, and staff. In addition to typing, filing expense/travel documentation, scheduling Zoom meetings, and setting up the meetings, this individual would perform duties such as recordkeeping, coordination of meetings, distributing mail to faculty and staff, shipping/receiving of packages, plus working on special projects.

Requirements

High school diploma or equivalent plus one year of technical training or schooling.
Two to three years of relevant office experience preferred.
Excellent computer skills required to set up document formats in Microsoft Word, Excel, PowerPoint, Gmail, and any other software program required by the position.
Excellent verbal and written communication skills
Ability to follow directions and work well under pressure
Excellent organizational and problem-solving skills
Ability to organize and prioritize workload in order to meet necessary deadlines
Ability to manage detail-oriented assignments and be flexible with job assignments.

Responsibilities

Provide administrative and clerical support for the SOMA Dean’s Office and the Director of Operations
Be the first contact for the Dean’s office for all deans, faculty, staff, and students; able to handle administrative requests
Protect faculty, staff, and student rights by maintaining confidentiality of all information pertaining to University business
Monitor the workflow of requests for travel and purchases; responsible for receiving and processing pre-approvals in a timely manner and able to provide employee updates on purchases, travel requests, and reimbursements in a timely manner
Manage, schedule, prepare, and submit travel reimbursements for SOMA Dean(s), Department Chairs
Cross-train on the basics of the purchase and travel process
Document all expense/travel transactions for department budget tracking
Perform duties such as recordkeeping, distribution of mail to faculty and staff, as well as shipping/receiving packages
Prepare supply orders; assist faculty and staff with office supplies
Schedule Zoom meetings and set up the meetings; prepare the meeting room
Assist the Executive Assistant with Awards dinner, Commencement, Orientation, White Coat Ceremony, etc.
Manage the credentialing process for all faculty to ensure we meet Commission on Osteopathic College Accreditation (COCA) accreditation requirements for hiring and maintaining compliance
Keep track of current curriculum vitae, board certifications, and medical licenses for all SOMA clinical faculty
Letter template preparation for the chair of residency applications and letters of recommendation.
Provide backup for the OMM Center office manager
Annual Review & Preparation of ATSU/SOMA Policies and Procedures
Other duties as assigned