COM Academic Affairs Administrative Coordinator

Touro University California; Vallejo (CA); On-site; USD 46,000 - 58,000; Full time

Job summary

Touro University California is seeking an administrative support professional to join the Academic Affairs Department. The role involves scheduling, minutes, communications, document editing, and budgeting support within the College of Osteopathic Medicine.

The ideal candidate will have strong organizational skills, the ability to work independently, and experience with Office 365, Canvas, and other university systems.

Qualifications

• Bachelor’s Degree preferred, or equivalent job experience in healthcare/academic/business setting.
• Organizational and time management skills with meticulous attention to detail.
• Ability to take initiative and work independently, creatively, and in collaboration with others.
• Work experience that demonstrates a professional work style, including respect for confidentiality, the ability to exercise good judgment in stressful circumstances, ability to meet deadlines, be detail-oriented and be flexible with job assignments.
• Interpretation of department/college policies and procedures; assists with the development and implementation of new internal policies and procedures.
• Ability to lift items up to 5-10 pounds.

Responsibilities

• Schedule and coordinate appointments and meetings, in-person or remote, and maintain department and campus calendars.
• Keep and maintain meetings’ minutes.
• Prepare communications, such as memos, emails, meeting minutes, reports, and other correspondence.
• Write and edit documents, letters, reports, and instructional documents
• Create and maintain filing systems, both electronic and physical.
• Assist with document formation, editing, and writing of Dean’s letters.
• Ability to utilize mail merge.
• Assist with editing/data entry as needed.
• Verbal, written correspondence with students, Touro staff and faculty, sites’ representatives and preceptors via e-mail, fax, phone, and postal service.
• Learn and operate Office 365, CANVAS, Teams, Zoom, TouroOne, and other programs/software and equipment used by TUCOM.
• Responsible for assisting with and maintaining records for the Academic Affairs department budget including processing departmental reimbursement, room reservations and catering requests as needed.
• Work closely with students to assist as needed with budgeting, planning, and logistics for Match Day
• Assist with Orientation, White Coat, Preview Day, Second Look, Graduation and other events as needed.
• Other duties and responsibilities as assigned.

Skills

Organizational skills

Multi-tasking

Communication

Confidentiality

Independence

Policy interpretation

Office software aptitude

Education

Bachelor’s Degree preferred

Tools

Office 365

CANVAS

Teams

Zoom

TouroOne

Job description

Overview

This is an exciting opportunity to join the dynamic Academic Affairs Department team in the College of Osteopathic Medicine of Touro University California. This position will work closely with the departmental leaders to help support all members of the department and with students, other campus faculty, and staff.

This position requires the learning & utilization of multiple software platforms, comprehending and working within university regulatory frameworks, planning/ organizing, proficiency at timely completion of complex administrative assignments, and data entry/input, collaboration, and management with departmental team on all-staff projects.

Responsibilities

• Responsible for scheduling and coordinating appointments and meetings, in-person or remote, and maintaining department and campus calendars.
• Responsible for keeping and maintaining meetings’ minutes.
• Responsible for preparing communications, such as memos, emails, meeting minutes, reports, and other correspondence.
• Write and edit documents, letters, reports, and instructional documents
• Create and maintain filing systems, both electronic and physical.
• Assist with document formation, editing, and writing of Dean’s letters.
• Ability to utilize mail merge.
• Assist with editing/data entry as needed.
• Verbal, written correspondence with students, Touro staff and faculty, sites’ representatives and preceptors via e-mail, fax, phone, and postal service.
• Learn and operate Office 365, CANVAS, Teams, Zoom, TouroOne, and other programs/software and equipment used by TUCOM.
• Responsible for assisting with and maintaining records for the Academic Affairs department budget including processing departmental reimbursement, room reservations and catering requests as needed.
• Work closely with students to assist as needed with budgeting, planning, and logistics for Match Day
• Assist with Orientation, White Coat, Preview Day, Second Look, Graduation and other events as needed.
• Other duties and responsibilities as assigned.

Qualifications

• Bachelor’s Degree preferred, or equivalent job experience at healthcare/academic/business setting
• Organizational and time management skills with meticulous attention to detail
• Ability to take initiative and work independently, creatively, and in collaboration with others
• Work experience that demonstrates a professional work style, including respect for confidentiality, the ability to exercise good judgment in stressful circumstances, ability to meet deadlines, be detail-oriented and be flexible with job assignments
• Interpretation of department/college policies and procedures; assists with the development and implementation of new internal policies and procedures
• Ability to lift items up to 5-10 pounds

CORE COMPETENCIES:

• Strong organizational skills
• Ability to multi-task
• Ability to interpret a variety of instructions
• Ability to function with limited supervision and to prioritize and meet deadlines
• Strong computer skills (Microsoft Office: Word, Excel, Outlook, PowerPoint, etc. Familiarity with SmartSheet a plus.
• Ability to learn “specialty/custom-designed” software programs
• Excellent verbal and written communication skills; customer service and interpersonal skills; ability to interact with administration, faculty, staff, and students
• Experienced with working with other people in stressful situations

Maximum Salary

USD $57,914.96/Yr.

Minimum Salary

USD $46,331.96/Yr.