Administrative Assistant, School of Medicine

Quinnipiac University•North Haven, CT

19h

About The Position

Quinnipiac University invites applications for 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 faculty, and the Clinical Arts and Sciences Director. The role supports the efficient operation of assigned areas and requires handling confidential faculty, staff, and student information. The Administrative Assistant prepares and edits correspondence, spreadsheets, minutes, reports, grants, forms, and memos; processes financial transactions; coordinates meetings, course events, and other events; maintains calendars and records; and gathers and enters information for reports, scholarship support, accreditation reporting, and grant proposals. The position also supports faculty recruitment, retention, annual reviews, and promotion, provides course-related administrative support, coordinates office resources and repairs, and provides cross-coverage for other School of Medicine administrative assistants. This is a full-time, 35-hour-per-week Grade 7 position in the Clerical & Technical Union. The starting hourly rate is $28.91, with an additional $0.75 per hour for a bachelor's degree or $0.35 per hour for an associate degree. Employment is contingent on successful completion of a Microsoft Office skills test, proofreading test, and background check.

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.
An associate or bachelor's degree qualifies the employee for an additional hourly differential.

Responsibilities

Ensure the efficient and effective day-to-day operation of assigned support areas.
Use University software to prepare correspondence, spreadsheets, meeting minutes, reports, grants, forms, and memos; edit materials for accuracy, formatting, spelling, punctuation, and construction; and ensure timely completion.
Answer questions within the scope of knowledge and authority, using knowledge of Quinnipiac and School of Medicine procedures, and prioritize constituents' needs by urgency.
Support the Department of Medical Sciences Chair and Clinical Arts and Sciences Director with faculty recruitment, retention, annual reviews, and promotion.
Provide administrative support for course components overseen by the Clinical Arts and Sciences Director, including access to and handling of 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 faculty and student scholarship, accreditation reporting, and grant proposals.
Attend, document, and maintain minutes for School of Medicine faculty, course, and department meetings.
Organize and maintain accessible records related to faculty, staff, students, and School of Medicine activities and functions.
Schedule and maintain electronic calendars for the Department Chair and Course Director, and monitor calendars for School of Medicine faculty.
Maintain confidentiality regarding personal, academic, and professional matters involving faculty, staff, and students.
Reserve space, procure resources, and assist with organizing, preparing, and ordering for events.
Submit and monitor work orders for minor building and office repairs; coordinate office equipment repair and maintenance.
Monitor office supply needs and place orders as appropriate.
Provide cross-coverage and support to other administrative assistants in the School of Medicine.
Perform other administrative duties as assigned.