Sr. Administrative Assistant, Clinical Education- Arizona College of Osteopathic Medicine

The Senior Administrative Assistant provides vital support to the Clinical Education Department and serves as the first point of contact for guests visiting the Arizona College of Osteopathic Medicine (AZCOM) Clinical Education Office. This role assists faculty and staff with a wide range of daily tasks, including room scheduling, processing check requests, and preparing expense reports. Responsibilities also include attending state medical board meetings and managing the coordination. Additionally, the Senior Administrative Assistant organizes several faculty meetings and is responsible for recording and transcribing meeting minutes. This position reports directly to the Assistant to the Dean of AZCOM.

Responsibilities include:

General office support:

• Greet and assist students and visitors in the Clinical Education Department.
• Direct phone calls to the appropriate Clinical Education staff or faculty member.
• Maintain the reception area on a daily basis.
• Organize and maintain the Clinical Education file room, including general filing and purging outdated records.
• Distribute incoming department mail.
• Forward paperwork received in the office to the appropriate individual.
• Receive medical supplies on behalf of faculty and staff and notify them of delivery.
• Responsible for the scheduling of the Clinical Education conference room and coordinate meetings in other campus locations using the MWU Scheduler.
• Order books, miscellaneous items, and medical supplies online as needed.
• Assist new hires (staff and faculty) nameplate installation.
• Cross-train for another position within the department, as directed by the Assistant to the Dean of AZCOM.

Administrative Support:

• Arrange and take minutes for AZCOM committees, as assigned by the Assistant to the Dean of AZCOM. Current assignments include the DPRAC Committee and the AZCOM Huddle.
• Coordinate, track and attend virtually, MSIII student attendance at state medical board meetings.
• Coordinate and track MSIII student attendance at state medical board meetings, virtually.
• Support the planning and execution of AZCOM local campus events, both on and off campus; schedule college inspections and other tasks at the direction of the Assistant to the Dean of AZCOM.
• Perform other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The individual must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school diploma or GED and 3-5 years administrative support experience required. One year certificate from a college or technical school and/or an Associate degree and 5-7 years relevant working experience desired. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.

Computer Skills:

Computer proficiency in MS Office (Word, Excel, Outlook).

Physical Demands

The physical demands 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.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and/or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.