Academy Administrative Professional

Campus: Western University Campus-Pomona, CA

Department: 1411-Department of Internal Medicine

In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Minimum: $28.50 Hourly

Maximum: $28.50 Hourly

Position provides administrative support to the Department of Internal Medicine for the College of Osteopathic Medicine of the Pacific. Position incumbent will be relied upon to provide accurate data, manage a multitude of tasks as well as assist in the execution of various short-, medium- and long-term projects as deemed necessary to carry out the mission of the Department, College and University.

Excellent computer skills necessary to set up and maintain filing and data systems.

Must be able to set up and format documents using Microsoft Office.

Intermediate or advanced knowledge of Excel.

Must be able to interact effectively with administration, faculty, staff, students, and other contacts.

Typing speed of at least 50 wpm. Must be able to take dictation from a recorder.

Education
AA degree and/or combined experience/education as substitute for minimum education.

3-5 years clerical or equivalent experience.

Bachelor's degree.

5+ years of clerical or equivalent experience.

Tracks and coordinates student participation and attendance in Internal Medicine courses and rotation related curricular activities on an ongoing basis.

Maintains IM Curriculum website by updating schedules and assignments for students.

Communicates with all students on core IM rotations on a regular basis.

Assembles and keeps records of all curricular outcomes of students on rotation and in during their coursework.

Provides Administrative Support To The Internal Medicine (IM) Department:

Maintains schedules for the entire COMP Internal Medicine faculty.

Provides support to the faculty by preparing and editing letters, presentations, lecture notes and any other documents deemed necessary.

Provides support to faculty by scheduling sessions and facilitating the coordination of courses in collaboration with the course director, assistant course director, lecturers and Academic Affairs as applicable.

Monitors the Internal Medicine Department budget by generating check requisitions and travel reports, carrying out budget transfers, and reconciling credit card expense reports.

Coordinates with individual faculty members to assemble the relevant supporting material.

Responsible for materials management and requisitions. Orders departmental office supplies and materials for meetings and lectures as needed.

Directs the design and organization SharePoint site for annual department letters for all fourth-year students applying for IM categorical and preliminary year residencies.

Organizes and assembles student documents and data required for the generation and delivery of the department letter.

Merges data into department letter and participates in its editing for each student.

Communicates with students requesting department letters via SharePoint Sites or similar platforms.

Coordinates schedules for students on IM specialty rotation at WesternU and for visiting residents from other institutions.

Organizes rotation site visits and maintains site visit reports. Attends and takes site visit meeting minutes.

Arranges for sites, facilities, catering, guest accommodations, etc..

Coordinates activities with various professional organizations as requested by members of the faculty.

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