Sr. Administrative Assistant- IL- Clinical Education, CCOM

Midwestern University • Downers Grove, IL

252d

About The Position

The Sr. Administrative Assistant will provide support for the activities in the Clinical Education Department. This position reports to the Clinical Education Support Manager with the Chicago College of Osteopathic Medicine (CCOM). Assist with student rotation orientations/didactics/ labs by preparing any and all necessary documentation, room assignments, attendance and campus access. Assist with rotation paperwork submissions. Maintain evaluation data for preceptors, didactics and labs. Perform RMS data entry including but not limited to rotation information, student evaluations, preceptor information and evaluations. Assist with the maintenance of student files including but not limited to final grade entry, filing and assist with the compliance of required paperwork. Order office supplies, books and any other necessary materials to keep the student rotations running smoothly. Process LOAs, check requests and CARS IDs for all lecturers/preceptors, and provide support for use of MWU resources by lecturers/preceptors to ensure all lecturers/preceptors will continue to take students. Assist with the processing of affiliation agreements. Assist in clinical clerkship orientation process preparing documents for distribution to prepare students for clinical rotations. Faculty annual credentialing and tracking by department, including credentials, appointment status, research and possible adverse action. Coordinate the cumulative COMLEX score graphic representations. Handle filing, copying, ordering, phone inquiries, processing invoices, obtaining articles for faculty. Maintain on-going documentation for new accreditation requirements. Update webpages as required for accreditation (over 100 webpages are to be managed). Scan and shred paper documents in compliance with records retention policy. Take minutes of all required meetings and maintain documentation resource. Support any and all activities of the Clinical Education department. Perform other duties as assigned by the Clinical Education Support Manager.

Requirements

• High School diploma or GED required.
• 3-5 years of previous administrative support experience required.
• Bachelor's degree from a four year college or university desired.
• Excellent interpersonal communication skills, written and verbal.
• Well organized and excellent at multi-tasking.
• Ability to handle stress well.
• Ability to read, analyze, and interpret documents.
• Ability to respond professionally to sensitive inquiries or complaints.
• Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and Windows.

Responsibilities

• Assist with student rotation orientations/didactics/labs by preparing necessary documentation, room assignments, attendance, and campus access.
• Assist with rotation paperwork submissions.
• Maintain evaluation data for preceptors, didactics, and labs.
• Perform RMS data entry including rotation information, student evaluations, preceptor information, and evaluations.
• Assist with the maintenance of student files including final grade entry and compliance of required paperwork.
• Order office supplies, books, and necessary materials for student rotations.
• Process LOAs, check requests, and CARS IDs for lecturers/preceptors.
• Support the use of MWU resources by lecturers/preceptors.
• Assist with the processing of affiliation agreements.
• Prepare documents for clinical clerkship orientation.
• Coordinate faculty annual credentialing and tracking.
• Coordinate cumulative COMLEX score graphic representations.
• Handle filing, copying, ordering, phone inquiries, processing invoices, and obtaining articles for faculty.
• Maintain documentation for new accreditation requirements.
• Update webpages for accreditation.
• Scan and shred paper documents in compliance with records retention policy.
• Take minutes of required meetings and maintain documentation resource.
• Support all activities of the Clinical Education department.
• Perform other duties as assigned by the Clinical Education Support Manager.

Benefits

• Medical, dental, and vision insurance plans.
• Life insurance.
• Short/long term disability.
• Pet insurance.
• Flexible spending accounts including healthcare reimbursement and child/dependent care account.
• Competitive time off package including paid holidays, sick/flex days, personal days, and vacation days.
• 403(b) retirement plan.
• Tuition reimbursement.
• Child care subsidy reimbursement program.
• Identity theft protection.
• Employee assistance program.
• On-site wellness facility with a fully equipped fitness facility.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED