Administrative Assistant, Medicine-Pediatrics

Western Michigan University Homer Stryker M.D. School of Medicine; Kalamazoo (MI); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Wellness reimbursement

Tuition reimbursement

Retirement plan

Medical plan options

Flexible work solutions

PTO accrual

Paid holidays

Volunteer time

No nights or weekends

Job summary

Western Michigan University Homer Stryker M.D. School of Medicine is seeking an Administrative Assistant to provide career-level administrative support for one or more departments.

The role emphasizes customer service, policy knowledge, and the ability to solve problems while handling confidential information. Responsibilities include answering calls, welcoming visitors, coordinating meetings, supporting events, maintaining records and portals, and assisting with interviews and orientation for

Responsibilities

• Answer and direct all incoming calls and inquiries.
• Greet and direct visitors to the organization.
• Retrieve, sort, and distribute mail daily.
• Schedule meetings, develop agendas, attend meetings and prepare minutes.
• Complete semi-routine or atypical assignments with accuracy.
• Resolve problems and confidential issues with solid knowledge of policies.
• Support departmental event planning and communications.
• Maintain equipment and report malfunctions.
• Assist with interviews and orientation for new staff, residents and faculty; schedule and prepare materials.
• Organize and maintain forms, training records and required documents.
• Maintain portal pages, department documents and digital signage.
• Manage department content for web pages and systems.
• Organize files electronically and on paper; manage imaging to electronic storage.
• Occasionally work overtime on weekends/evenings for time-sensitive projects.

Job description

Western Michigan University Homer Stryker M.D. School of Medicine is searching for an Administrative Assistant. Overall provides administrative experience in performing a variety of career-level administrative duties for one or more specified departments. Exhibits a wide range of knowledge and skills of organizational policies and procedures. Understands knowledge and concepts of departmental work. Ability to establish procedures on work assignments. Lead demonstrator in customer service principles and practices. Directly leads and supplies information to the general public, clients and customers. Ability to apply communication skills verbally and in writing to all inquiries. Effectively able to problem solve administrative problems and inquires. Proficient in grammar, composing, editing and proofreading various documents. Acquires knowledge to implement departmental administrative practices and may contribute to changes and updates. Administrative Assistant career path - level and compensation to commiserate with education and experience. To share this posting, please use this link

BENEFITS:

• Wellness reimbursement
• Continuing education and tuition reimbursement
• Employer-funded retirement plan
• Two medical plan options: PPO and High Deductible Health Plan (HDHP) with employer HSA contribution
• Flexible work solutions based on position and department
• Up to four weeks of PTO accrual beginning in year one
• Paid holidays
• Paid volunteer time
• Paid preferred holiday
• No nights, no weekends

DUTIES AND RESPONSIBILITIES:

• Answers and directs all incoming calls
• Welcomes and directs visitors to the organization
• Retrieves, sorts and distributes mail daily
• Responsible for scheduling meetings upon request, develops meeting agendas, attends meetings, prepares, and distributes meeting minutes
• Completes assignments which are semi-routine and may be atypical in nature
• Applies solid knowledge and understanding to resolve problems and issues which may address sensitive or confidential concerns
• Supports event planning for department
• Responsible for departmental communications
• Maintains equipment and reports any malfunctions
• Supports and assists with department interview and orientation process for new staff, residents and faculty; including scheduling of interviews, and creating specific orientation materials
• Organizes and maintains required forms, training requirements and records for specified department, as required by accrediting agencies
• Assists with maintaining portal pages, department documents, and updates digital signage
• Uses department specific systems and maintains content for web pages and/or websites
• Organizes and maintains department files electronically and by paper
• Manage imaging documents to electronic document storage system
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects
• Acquires knowledge for new technology and policy/procedure revisions
• All other duties as assigned