Administrative Assistant, School of Medicine

Quinnipiac University•North Haven, CT

21h

About The Position

Quinnipiac University is hiring an Administrative Assistant in the Frank H. Netter MD School of Medicine. The position independently provides day-to-day administrative support to the Department of Medical Sciences Chair, Associate Dean for Scholarship, Department of Medical Sciences faculty, and Clinical Arts and Sciences Director. The role supports department and course operations, faculty and student scholarship, meetings and events, financial transactions, records, and office resources. The position is full-time with a 35-hour workweek.

Requirements

High school diploma or GED.
Previous experience in an administrative office support role requiring strong customer service and interpersonal skills.
Ability to interact professionally with students, faculty, staff, and visitors.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Experience preparing correspondence, reports, meeting minutes, and other business documents.
Strong proofreading, editing, and data-entry skills, with attention to detail and accuracy.
Ability to prioritize multiple tasks, meet deadlines, and work independently with minimal supervision.
Ability to coordinate meetings, events, and travel arrangements.
Demonstrated organizational and problem-solving skills.
Ability to collaborate effectively with individuals from varied backgrounds.
Successful completion of a Microsoft Office skills test, proofreading test, and background check.

Nice To Haves

Experience processing purchase requisitions, invoices, payment requests, or budget-related transactions.
Associate degree or bachelor's degree may qualify for an additional hourly rate.

Responsibilities

Ensure day-to-day operations in assigned support areas are efficient and effective.
Use University software to prepare correspondence, spreadsheets, meeting minutes, reports, grants, forms, and memos; edit documents for accuracy, format, spelling, punctuation, and construction; and ensure timely completion.
Apply knowledge of Quinnipiac and School of Medicine procedures to answer questions within the scope of knowledge and authority, and prioritize constituent needs by urgency.
Support the Department of Medical Sciences Chair and Clinical Arts and Sciences Director in faculty recruitment, retention, annual review, and promotion.
Provide administrative support to the Clinical Arts and Sciences Director for course components, handling student and faculty performance data.
Use University databases and productivity software to process financial transactions, including requisitions and reimbursements.
Schedule meetings and course events; notify participants; and arrange materials, food, facilities, audiovisual equipment, budgets, and support functions.
Gather and enter data for reports and documents, including materials supporting faculty and student scholarship, accreditation reporting, and grant proposals.
Attend School of Medicine faculty, course, and department meetings; document them and maintain the minutes.
Organize and maintain accessible records and filing systems for faculty, staff, students, and School of Medicine activities and functions.
Schedule and maintain electronic calendars for the Department Chair and Course Director, and monitor School of Medicine faculty calendars.
Maintain confidentiality concerning faculty, staff, and students and personal, academic, and related professional matters presented to the chair and course leadership.
Reserve space, procure resources, and assist with event organization, preparation, and ordering.
Submit and monitor work orders for minor building and office repairs, and coordinate office equipment repair and maintenance.
Monitor office supply needs and place orders as appropriate.
Provide cross-coverage and support to other School of Medicine administrative assistants.
Perform other administrative duties as assigned.