Administrative Assistant - Diagnostic Medical Sonography

Administrative Assistant Diagnostic Medical Sonography (DMS) Programs

The School of Medical Imaging and Therapeutics (SMIT) seeks a part-time (24 hours per week or 0.6 FTE) Administrative Assistant to provide administrative support for the programs in DMS and other SMIT. This is a part-time position, 24 hours a week (Tuesday - Friday, 8:30a - 2:30p).

Support the DMS division and the School's organization by managing day-to-day office operations, coordinating schedules, and conduct clerical tasks.

Answer and direct the main DMS suite phone in a professional and friendly manner take messages for faculty and directing questions to the best member of the team to address an issue.

Greet visitors to the DMS Suite in a professional and friendly manner.

Act as the central point of communication phone, in person and by email ensuring smooth workflows and providing essential assistance to staff and management.

Manage calendars, arrange appointments, and coordinate team meetings or school events, creating zoom meetings and taking meeting minutes.

Maintain physical and digital filing systems, update databases, and manage office supply inventory.

Draft, edit, and format memos, reports, invoices, meeting minutes, and presentations.

Assists the program directors, faculty, adjuncts, and clinical coordinators with data entry and student progress monitoring.

Assist with basic bookkeeping, process expense reports, and track invoices

Arranges and coordinates rooms, catering, parking requests, and other provisions for departmental meetings, events and ceremonies.

Assists faculty in the preparation of exams and related course materials.

Prepares and maintains student administrative files and other records as directed.

Assists in the preparation of interim reports and self-studies for accreditation.

Prepares and maintain files required by accrediting agencies; collect data to meet program accreditation-approved assessment plans; distribute surveys to employees and graduates.

Manages student course/lab and faculty/adjunct evaluations.

Prepares itineraries and assists with coordination of faculty/staff/student for candidate interviews.

Manages inventory of department supplies; generates and tracks purchase orders.

Coordinate facilities and Information Services requests and monitor work orders.

Coordinates program-class interactions such as simulation lab scheduling, ordering short white coats/nametags, etc..

Assist the SMIT Admin Assistant in processing invoices for payment; payments and tracks department expenditures.

Assists in preparing adjunct faculty appointment letter and contracts.

Assists new adjuncts, faculty and staff with getting access to the information systems and general orientation.

Assists with office mailings; sort and distribute mail.

Assists in coordination of inter-professional education activities.

Generates work orders for building, phone, and IT maintenance and repairs. Also tracks progress of the work.

Coordinates, records and manages of equipment repairs with the program directors & vendors; keeps an inventory of all equipment and locations.

Works closely with the Program Directors, the School's main Administrative Assistant and the Dean to make sure all tasks for the division and school are covered.

Monitor student permission forms and ensure they are completed and filed as needed.

Additional responsibilities may be assigned by supervisor.

Required:

• Bachelor's degree
• Minimum of 3 years of relevant receptionist and administrative assistant experience
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Experience with Microsoft Office products

Preferred:

• Knowledge of and experience with the Learning Management System Blackboard
• Experience with Zoom meetings

Physical Requirements:

• Typical office or administrative working conditions. Staff is not exposed to adverse environmental conditions. Work is primarily sedentary in nature; there are no special physical demands.
• Must be able to lift and carry up to 10 lbs
• Must be able to talk, listen and speak clearly on telephone
• Work requires the ability to travel by car, and/or rail a few times per year to the Worcester Campus for events and inventory