Administrative Assistant for Biomedical Affairs (CUSOM)

Administrative Assistant for Biomedical Affairs (CUSOM)

The Administrative Assistant for Biomedical Affairs at Campbell University Jerry M. Wallace School of Osteopathic Medicine (CUSOM) will perform a broad range of administrative support duties for the Biomedical Departments under the direct supervision of the Assistant Dean for Biomedical Affairs. This position is privy to confidential records, conversations, and many duties performed are of a sensitive and confidential nature. This position must consistently exercise courtesy, accuracy, and professionalism, and strive to maintain a cooperative relationship with faculty, staff, students, and visitors.

Essential Duties and Responsibilities:

Biomedical Affairs:

Administrative Support:

• Perform daily administrative tasks such as answering the phone, coordinating, and scheduling meetings, preparing letters and other forms of communication.
• Maintain all relevant information and documents and create reports.
• Compose and type correspondence.
• Route incoming mail, and prepare outgoing mail.
• Maintain the calendar and schedule of the respective CUSOM faculty.
• Serve as a key contact for the Biomedical Department Chairs and faculty.
• Coordinate and schedule both in-person and virtual meetings, prepare agendas, and transcribe minutes.
• Provide staff support to various CUSOM committees as assigned.
• Collect and retain monthly Faculty Activity reports and prepare a Summary Report to be sent to the Executive Assistant to the Dean.
• Track and manage Biomedical Faculty Leave requests, including approvals, and remaining balances.
• Coordinate travel plans, as needed.
• Conduct research, compile, and prepare required reports.
• Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
• Support Biomedical, and other CUSOM faculty, as needed/requested.

Special Projects and Event Planning:

• Assists with special projects and provides needed materials to and for other departments; including documentation and site-visits associated with the accreditation process.
• Track due dates of special projects to ensure timely responses and completion.

Departmental Accounting Responsibilities:

• Prepare and submit departmental requisitions for supplies, vendors, and services to the CUSOM Business Operations and Finance Manager.
• Request quotes on products and provide price comparisons for supplies.
• Assist in maintaining accurate budget totals per individual department budget code.
• Track and maintain accurate Biomedical Faculty annual budgeted allowances/expenditures including travel, dues, memberships, etc.
• Prepare and submit to CUSOM Business Operations and Finance Manager, Travel Expense Vouchers for Faculty travel, tracking all registration, dues, meals, transportation, and lodging costs, retaining all receipts and obtaining all approval signatures.
• Process and submit to CUSOM Business Operations and Finance Manager Faculty reimbursement requests including dues, travel, memberships, etc.
• Coordinate and oversee all aspects of CUSOM Guest Lecturers payment processes for each Block in the preclinical years 1 and 2. Includes reviewing, listing, tracking and obtaining lecture confirmations, W9's, guest lecture agreements, preparing payment forms, and obtaining signature approvals prior to submitting to the CUSOM Business Operations and Finance Manager.
• Set up Faculty Advisor meetings with student advisees in the preclinical years 1 and 2. Reschedule and set up Microsoft Teams meetings, if needed. Track status of meetings (occurred, rescheduled, via Microsoft Teams etc.).

Education/Experience:

• Associate Degree and/or the equivalent in education and experience is required, Bachelor's Degree desired.
• Two or more years' experience in an administrative support role.
• Experience in a higher education or non-profit sector is also desired.

Knowledge, Skills, and Abilities:

• Detail-oriented and willing to work in a changing environment, including researching new ways of accomplishing tasks, participating in training sessions; be a self-starter and a team player, with willingness to assist in other areas as needed.
• Ability to maintain confidentiality and attention to detail are essential.
• Ability to respond calmly and appropriately in emotional situations.
• Ability to listen and communicate in a positive manner.
• Ability to collaborate and interact with health care professionals.
• Ability to organize, direct, and prioritize work appropriately.
• Ability to manage time well and work under stressful conditions with an even temperament.
• Broad knowledge of Campbell University policies and procedures.
• Ability to communicate effectively to all groups through both oral and written channels.
• Strong interpersonal, organizational, and time management skills.
• Comprehensive computer skills; technologically savvy.
• Proficient in Microsoft Word, Outlook, Excel, PowerPoint, and digital methods of communication.
• Demonstrate tact, a positive attitude, courtesy, and discretion in dealing with trustees, faculty, staff, students, high-level university officials and the public.
• Work independently as well as function effectively in a team and within a diverse group of people.
• Exercise good judgment in complex, new, and/or stressful situations.
• Manage multiple, concurrent projects, and meet set deadlines.
• Adaptability, flexibility, and a willingness to work in a changing environment.
• Ability to work 8:30 am 5:00 pm Monday through Friday; there may be occasional requirements to for working outside 8:30 am 5:00 pm Monday through Friday.
• This position demands accuracy, honesty, integrity, and the ability to work within the Christian mission of Campbell University.