Administrative Associate 3-College of Medicine Student Affairs

University of Tennessee•Memphis, TN

About The Position

The Administrative Associate 3 provides administrative and clerical assistance to the College of Medicine’s Associate Dean for Student Affairs & Admissions, Assistant Deans for Student Affairs, and Student Affairs Director. Serving as the primary point of contact for students, faculty, and administrators who visit or correspond with the Office of Student Affairs, this position carries out a broad range of administrative assignments in accordance with University of Tennessee Health Sciences policies. The role supports daily office operations, correspondence and scheduling, student career planning and counseling coordination, student activities and events, travel paperwork, and management of confidential and non-confidential records. The position may also perform other related duties as assigned.

Requirements

High school diploma or GED; transcript required.
Four years of administrative experience; or an associate degree and two years of experience; or a bachelor’s degree in lieu of experience; or a combination of education and experience totaling four years.
Excellent organizational, verbal, and written communication skills.
Ability to work independently with little to no supervision.
Ability to maintain confidentiality when handling student matters, correspondence, and meetings.
Excellent computer skills, including proficiency in Doodle Pro, Microsoft Office, Microsoft PowerPoint, Microsoft Teams, Zoom, and DASH.
Attention to detail and a strong work ethic.

Responsibilities

Assist with the day-to-day operations of the Office of Student Affairs.
Manage incoming correspondence, route it to appropriate recipients, and process communications for the Associate Dean, Assistant Deans, and Student Affairs Director.
Schedule and accept appointments with students, faculty, administrators, and non-UT personnel regarding student-related issues.
Manage the departmental and Associate Dean’s calendars and schedule events.
Set up events, create presentations, and take meeting notes.
Collate evaluation information and prepare drafts of Medical School Performance Evaluations.
Coordinate and implement career-planning activities and workshops for first-, second-, third-, and fourth-year medical students, addressing professional development and success in undergraduate and postgraduate education.
Refer and schedule students for advanced academic, personal, career, and financial counseling sessions with the Associate and Assistant Deans of Student Affairs.
Assist with student activities throughout the year, including MPOWER faculty and peer mentor events, graduation, parents’ reception, Match Day, Caduceus Ball, Residency Exploration Day, Student Clinicians Ceremony, and Cannon and Hand Scholarship lunches.
Prepare travel forms for the Office of Student Affairs, student organization national conferences, and regional meetings for non-UT guests traveling under the auspices of the Office or College of Medicine.
Maintain and manage electronic filing systems for confidential and non-confidential correspondence and reports.
Perform other related duties as assigned.