Administrative Assistant to Assistant Clinical Dean

Touro College & University System; Great Falls (MT); On-site; USD 36,000 - 48,000; Full time

Job summary

The Administrative Assistant role at Touro College & University System supports the Department of Clinical Education with front-line student interactions, record keeping, and calendar management. You will prepare MSPE transcripts and help coordinate schedules, meetings, and communications across campus and affiliated sites.

We seek an organized, multi-tasking professional with strong communication skills and MS Office proficiency to maintain accurate data, handle invoices, and support

Qualifications

• Bachelor's degree or equivalent experience required.
• At least 1 year of administrative experience preferred.
• Proficiency with Microsoft Office Suite is expected.

Responsibilities

• Provide professional customer service via answering calls and emails and direct students with program information.
• Assist Dean, Directors and Coordinators with department tasks.
• Prepare transcripts of student performance (MSPEs).
• Manage digital and paper filing for the department.
• Handle clerical tasks including copying, faxing, and answering inquiries.
• Order and replenish department supplies as needed.
• Maintain data for preceptors and faculty, including certifications and licenses.
• Generate reports on preceptors and department activities for surveys.
• Schedule meetings with hospital/affiliated sites and coordinate campus communications.
• Review and submit department invoices for payment processing.

Skills

Organizational skills

Multi-tasking

Interpersonal communication

MS Office proficiency

Education

Bachelor's degree or equivalent experience

1-year administrative experience

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

Overview

The Administrative Assistant is responsible for providing administrative support to the Department of Clinical Education.

Responsibilities

The Administrative Assistant to the Department of Clinical Education will be able to:

• Provide professional and friendly customer service through answering incoming calls, e-mail correspondence, welcoming and directing students, and providing program information.
• Assist the Dean, Directors and Coordinators in completing operational tasks of the department.
• Prepare written transcripts of the student's performance in medical school also known as Medical Student Performance Evaluation (MSPE's).
• Manage and efficiently organize digital and, when necessary, paper filing systems for the department.
• Handle general clerical needs of the office including copying, faxing, filing and responding to telephone inquiries.
• Order and replenish supplies for the department when needed.
• Assist in maintaining current and accurate data for all clinical preceptors, maintaining copies of current state licenses, board certifications, malpractice coverage, and appointment files in the credentialing database.
• Maintain and provide data and reports on preceptors and department faculty and physicians for yearly surveys and questionnaires.
• Schedule meetings with respective hospital/affiliated sites.
• Assist and coordinate the scheduling of department meetings and campus communications.
• Review and submit all department invoices for payment processing.
• Assist in maintaining and managing the Assistant Dean of Clinical Education's calendar and availability.
• Assist in the coordination of department faculty development events, student facing events, and meetings with affiliate sites.
• Transcribe minutes for committee meetings, as assigned.
• Clear and timely communication with the Dean and department of pending and completed tasks.
• Other duties assigned by the Dean or Directing Supervisor.

Education/Experience

• Bachelor's degree or equivalent experience.
• 1-year administrative experience.

Knowledge/Skills/Abilities

• Strong organizational skills.
• Ability to multi-task.
• Strong interpersonal and communication skills.
• Proficiency in Microsoft Office Suite including Word, Excel, Power Point, Outlook.