Administrative Assistant for Clinical Affairs

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Job Title : Administrative Assistant for Clinical Affairs

Department : Clinical Affairs Date : January 1, 2024

FLSA : Non-Exempt Work Location : Auburn Campus

Employee Category : Classified Staff Work Schedule : M-F, 8:00am - 5:00pm

Reports to : Associate Dean for Percent Employment : 100% Clinical Affairs

Direct Reports : N/A

I. Job Summary: The Administrative Assistant for the Department of Clinical Affairs will serve as an initial contact person for the Clinical Affairs Department of the VCOM Auburn Campus and the public, professionals, and students at the College. The position requires the provision of high-quality executive support and includes: 1. Excellent computer skills in Word, PowerPoint, Outlook, Excel, and other programs and the ability to learn new computer programs in a short period of time. As the position requires some data analysis, full use of Excel is essential and the ability to learn some features of Microsoft Access is also required. 2. Excellent organizational skills and the ability to multitask and work in a busy environment. The ability to “turn around” correspondence, meeting minutes, and other documents in short amount of time is required. 3. The position also requires a positive attitude in meeting with students and the public, sound judgment in dealing with student and administrative issues, a high level of accuracy and accountability, a high level of confidentiality, and a good sense of discretion. 4. Other duties related to general support of the department, including, but not limited to answering telephones and maintaining telephone and email logs, routing inquiries, assisting students and serving as a liaison between them and the Clinical Affairs staff and the Deans, maintaining administrative schedules, scheduling meetings, recording meeting minutes, making travel arrangements, organizing files, managing databases, preparing reports and official letters, and assisting in the organization of a wide variety of business and social functions, both on and off-campus. The administrative assistant will also collaborate in the preparation of a wide variety of documents including presentations, correspondence, grants submissions, white papers, and other college materials.

II. Job Duties:

a. Serve as the receptionist for the division with attention to answering phones, relaying messages to the appropriate parties in a timely manner and overseeing /welcoming the visitors in the waiting area.

b. Perform general office and administrative support duties including scan, copy, and fax documents; prepare, edit, and proofread documents; send meeting

announcements and reminders; order office supplies for clinical faculty and staff per request; and schedule appointments for the department.

c. Utilize Microsoft Word, Excel, PowerPoint, Outlook, and the Internet proficiently for creating documents, reports, surveys, databases, and sign-up systems to schedule appointments for large groups. Proficiency in this area is a must.

d. Create, access and merge databases efficiently and accurately to provide information as required to support the department and college.

e. Assist with travel arrangements and conference registrations. Make hotel and flight reservations as needed; obtain directions; create event folders with hotel and flight confirmations, directions, agenda, etc.

f. Assist with the monthly Clinical Chairs Meetings: schedule meetings, secure their location, attend meetings, and take minutes and write summaries. Address issues or projects assigned during meetings. Take minutes for the bi-weekly Clinical Affairs Staff meetings and write summary. Submit all meeting minutes to the Associate Dean for Clinical Affairs within five working days of the meetings for revisions as necessary. Ensure all minutes from the Chairs are distributed to the Chairs prior to the subsequent meeting for their review. Ensure minutes are available for final approval at the subsequent chair meeting and maintain copies of these finalized minutes electronically on the shared drive.

g. Assist with the scheduled Clinical Department Meetings: schedule meetings, attend meetings and take minutes and write summaries. Address issues or projects assigned during meetings.

h. Serve in the process of Clinical Faculty Appointments: Schedule, organize, and attend APT meetings, take minutes, and prepare reports. Assist the Associate Deans and the technical coordinator with obtaining required materials for credentialing from potential faculty appointees, and the collection and processing of faculty applications. **As needed**

i. Prepare all correspondence by the Associate Deans including but not limited to correspondence with students, faculty, site personnel, DSME and DMEs, hospitals, and the public.

j. Coordinate Hospital Day with Clinical Affairs Staff: This includes participating in developing the event's schedule and layout of flyers, update participant mailing list; choose and order gifts for vendors. The coordinator is responsible for obtaining bids for printing flyers and processing them for bulk mailing if needed, sending the “Hospital Day save-the-date” notice, developing the flyer; and registration form to be posted on VCOM and affiliated websites; distributing emails containing the links for information about the event and registration to possible attendees from the database of previous vendors. This also includes negotiating hotel rates and securing blocks of rooms for participants. Planning, securing bids, and ordering food and

beverages as well as coordinating videos is a part of the event. Assuring students are invited and engaged in the event. Assist with the set-up, sign-in registration, distribution of gifts, and clean-up. Email thank you message to participants along with a follow-up survey to request their feedback.

k. Coordinate and assist with additional clinical events including clinical site award dinners, on campus departmental and faculty meetings, site coordinator training events, DSME and DME events.

l. Prepare required monthly business financial reports including credit card reports. Obtain approval and maintain records for invoices and leave requests. Enter approved leave requests received for clinical faculty and staff on shared electronic folder.

m. Scan altered degree plans of study (ADPOS) and send original immediately to the Financial Aid office then to individual students via e-mail for their signatures. Send signed plan to the Dean for approval. Make copies of approved plans and distribute to the Dean, Associate Deans, Financial Aid Director, Registrar and Director of Clinical Rotations. Maintain hard copies and electronic copies of documents.

n. Assure records retention for documents for the department based on established policy.

o. Perform other duties as assigned by the Clinical Affairs staff and Associate Dean of Clinical Affairs.

III. Required Qualifications: Bachelor's Degree from Accredited Institution and

experience including: Advanced understanding of the entire Microsoft Suite; the ability to produce and manipulate reports, manage large databases; and largely the ability to quickly respond to ad hoc, short notice requests by Administration. This position will also require strong communication and organizational skills, and the ability to work cooperatively in a fast-paced office environment. This position will demand that the individual be self-motivated and detail oriented, with the ability to work proactively with minimal supervision.

Other skills important to this position: Excellent interpersonal and communications skills Ability to create high quality, professional written documentation, and correspondence Excellent organizational and time management skills - ability to multi-task and complete work in required timelines Strong team player Commitment to company values Successful candidate will be subject to a criminal history background check.

Regular, reliable, or predictable attendance is an essential function of the job.

Preferencesare given to candidates who have the following skills or attributes:

• Advanced organizational skills and project management experience

• Executive administrative assistant experience

• Advanced training in Microsoft Suite including Microsoft Certification

IV. Working Conditions and Efforts: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position requires a rapid pace, some days with long hours to meet expectations, long distance driving to rural sites, and the ability to organize, interpret, and utilize a large volume of information.

Physical demands: While performing the duties of this job, the employee is required to ambulate (may be with use of assisted devices); sit, stand (or accommodate for standing); use hands and vision for teaching; use office equipment such as computers; speak to large and small groups of individuals for teaching; perform moderate telephone and poly-com communication/usage; occasionally be required to lift and/or move up to 50 pounds; drive distances up to five hours or to fly on occasion to other campuses or meetings. Work environment: Office environment. Outside travel required 0% to 5% of time. The noise level in the work environment is usually minimal, however the reception area with frequent visitors, phone calls and discussions may be distracting. This position is classified as a non-exempt position because it does not require that the candidate/employee exercise independent judgement and discretion regarding matters of significance. Employment with VCOM is “at-will”. This means employment is for an

indefinite period and it is subject to termination by the employee or by VCOM,

with or without cause, with or without notice, and at any time. Nothing in this

position description or any other policy of VCOM shall be interpreted to conflict

with or to eliminate or modify in any way, the “at-will” employment status of

VCOM employees.

V. VCOM Core Values : The employee is expected to adhere to all VCOM policies. As the environment is a professional college, VCOM faculty / staff are expected to dress and behave in a professional manner at work. VCOM faculty / staff are expected as VCOM employees, to be a person who obeys all laws and professional expectations of an upstanding citizen of the community. VCOM expects all employees to maintain a positive attitude in all working relationships with all VCOM departments, employees,

medical students, prospective medical students, interns, and residents and to treat all other engaged in the duties of the employment, with mutual respect.