Administrative Assistant to Assistant Clinical Dean

Touro University New York•Great Falls, MT

About The Position

The Administrative Assistant is responsible for providing administrative support to the Department of Clinical Education. The Administrative Assistant to the Department of Clinical Education will be able to provide professional and friendly customer service through answering incoming calls, e-mail correspondence, welcoming and directing students, and providing program information. They will also assist the Dean, Directors and Coordinators in completing operational tasks of the department, prepare written transcripts of the student's performance in medical school (MSPE's), manage and efficiently organize digital and paper filing systems, handle general clerical needs, order and replenish supplies, assist in maintaining current and accurate data for all clinical preceptors, maintain and provide data and reports on preceptors and department faculty and physicians, schedule meetings, assist and coordinate the scheduling of department meetings and campus communications, review and submit all department invoices, assist in maintaining and managing the Assistant Dean of Clinical Education's calendar, assist in the coordination of department faculty development events, student facing events, and meetings with affiliate sites, transcribe minutes for committee meetings, and ensure clear and timely communication with the Dean and department of pending and completed tasks. Other duties may be assigned by the Dean or Directing Supervisor.

Requirements

Bachelor's degree or equivalent experience.
1-year administrative experience.
Strong organizational skills.
Ability to multi-task.
Strong interpersonal and communication skills.
Proficiency in Microsoft Office Suite including Word, Excel, Power Point, Outlook.

Responsibilities

Provide professional and friendly customer service through answering incoming calls, e-mail correspondence, welcoming and directing students, and providing program information.
Assist the Dean, Directors and Coordinators in completing operational tasks of the department.
Prepare written transcripts of the student's performance in medical school also known as Medical Student Performance Evaluation (MSPE's).
Manage and efficiently organize digital and, when necessary, paper filing systems for the department.
Handle general clerical needs of the office including copying, faxing, filing and responding to telephone inquiries.
Order and replenish supplies for the department when needed.
Assist in maintaining current and accurate data for all clinical preceptors, maintaining copies of current state licenses, board certifications, malpractice coverage, and appointment files in the credentialing database.
Maintain and provide data and reports on preceptors and department faculty and physicians for yearly surveys and questionnaires.
Schedule meetings with respective hospital/affiliated sites.
Assist and coordinate the scheduling of department meetings and campus communications.
Review and submit all department invoices for payment processing.
Assist in maintaining and managing the Assistant Dean of Clinical Education's calendar and availability.
Assist in the coordination of department faculty development events, student facing events, and meetings with affiliate sites.
Transcribe minutes for committee meetings, as assigned.
Clear and timely communication with the Dean and department of pending and completed tasks.
Other duties assigned by the Dean or Directing Supervisor.