Administrative Assistant Jobs in Lakeland, TN

About The Position

Requirements

• High school diploma or GED.
• Two years of post-secondary education or equivalent administrative experience.
• Successful completion of a Criminal History Background Check.
• Excellent interpersonal, verbal, and written communication skills and customer service skills.
• Ability to create and maintain positive relationships and a positive, friendly attitude.
• Ability to create, edit, and disseminate clear and concise communications and respond to a large volume of email in a timely manner.
• Ability to multitask, prioritize workload, manage time effectively, and meet deadlines while serving students, staff, and faculty.
• Demonstrated proficiency with Microsoft Office software, including Word, Excel, Outlook, and Access.
• Ability to remain focused, detail-oriented, and accurate in a busy environment with frequent distractions; accountability for complete and accurate data.
• Demonstrated problem-solving skills and fast, accurate keyboarding skills.
• Ability to work independently, prioritize, and meet deadlines in a highly productive office, while handling immediate tasks and long-range projects.
• Willingness to learn new software programs required by the American Association of Medical Colleges, such as ERAS, FIRST, and CiM.
• Ability to maintain and update databases using multiple formats and platforms.
• Ability to work independently and collaboratively, be self-directed, and troubleshoot difficult situations.
• Ability to relate to and assist medical school applicants, students, and others needing assistance.
• Willingness to acquire new knowledge and skills.
• Ability to provide professional, welcoming, understanding, and empathetic service to people from diverse social and economic backgrounds.
• Ability to maintain the highest levels of confidentiality of sensitive information in accordance with University and SAA policies and procedures.
• Ability to contribute to a positive workplace environment and represent the organization professionally.
• Must verify identity and eligibility to work in the United States upon hire; the position does not support visa sponsorship for continued employment.

Nice To Haves

• Knowledge of NDUS and UND policies and procedures.
• Knowledge of FERPA rules and regulations.
• Experience working in an academic setting.
• Experience working with medical students and/or medical residents.

Responsibilities

• Provide high-level administrative and professional support to the Office of Student Affairs & Admissions and help ensure efficient office operations.
• Troubleshoot email, calendar, software, and office equipment issues; maintain office supplies and equipment; coordinate orders with the Student Affairs Assistant; and operate standard office equipment.
• Provide customer service to School of Medicine & Health Sciences visitors and prepare clear, concise correspondence.
• Schedule and coordinate staff meetings, prepare agendas, take minutes, and distribute them to staff, committee members, and others as appropriate.
• Coordinate work orders with Facilities and liaise with the SMHS Facilities & Safety Coordinator.
• Assist in developing, creating, and distributing departmental forms, documents, and letters, and support PowerPoint presentations and Qualtrics surveys.
• Assist with the accuracy of the Guardian Insurance list for student coverage and provide projects for student employees.
• Maintain the annual process for notifying students of medical student policies; track acknowledgments and non-compliance, notify SAA Leadership, and maintain related student records.
• Assist with SAA website updates and maintenance, including content updates, annual review, and coordination with SAA staff.
• Provide administrative support for the Community Engagement & Service Learning program and backup coverage for the Administrative Assistant.
• Assist with Versatile for SAA department file management and serve as SAA Records Coordinator, ensuring compliance with SMHS RIM policies and procedures.
• Work with RIM personnel to develop and maintain active and inactive filing systems, scan or upload records to the imaging system, and troubleshoot records issues with RIM and the Associate Director of Student Affairs.
• Review and correct Event Day errors and ensure timely updates to medical student records for leaves of absence, name changes, class changes, withdrawals, and dismissals.
• Organize and maintain files in accordance with RIM policies and retention schedules; conduct annual records destruction with the SMHS RIM Program; organize, purge, and prepare files for storage; and update reference materials.
• Maintain student contact information, complete medical education verification requests, and follow the calendar for document verification, cleanup, and quality assurance.
• Plan and coordinate events and projects, including scheduling, logistics, ordering, marketing, evaluation, and alignment with program services and performance goals.
• Maintain an events database and calendar, assist with event assessment, and share the calendar with SAA staff.
• Ensure events are appropriately staffed and arrange setup and technical support; ensure event implementation follows departmental and institutional policies and procedures.
• Coordinate event services, including reserving space, determining catering needs, preparing materials, tracking expenditures, collecting fees, maintaining records, and completing required forms.
• Submit event approval and catering forms, arrange catering delivery or pickup, and order event supplies.
• Coordinate logistics and technology for remote events or presentations, including reserving rooms in Grand Forks, Bismarck, Fargo, and Minot; assist with guest parking.
• Compile event materials and maintain mailing lists and other pertinent information; identify event and program needs with office staff; and schedule, facilitate, and participate in event debriefing meetings.
• Work occasional evenings and weekends as needed.