SOMA - Administrative Assistant, Operations

A T Still University of Health; Mesa (AZ); On-site; USD 38,000 - 46,000; Full time

Job summary

ATSU-SOMA, the School of Osteopathic Medicine in Arizona, Mesa campus, is seeking a full-time Administrative Assistant for the Operations team. Under the Director of Operations, the role provides administrative and clerical support for the SOMA Dean’s Office, faculty and staff, including scheduling, recordkeeping, mail distribution, and meeting setup.

The successful candidate will have a high school diploma with one year of technical training, 2–3 years of office experience, and strong skills in

Qualifications

• High school diploma or equivalent plus one year of technical training or schooling.
• Two to three years of relevant office experience preferred.
• Excellent computer skills required to set up document formats in Microsoft Word, Excel, PowerPoint, Gmail, and any other software program required by the position.
• Excellent verbal and written communication skills

Responsibilities

• Provide administrative and clerical support for the SOMA Dean’s Office and the Director of Operations
• Be the first contact for the Dean’s office for all deans, faculty, staff, and students; handle administrative requests
• Protect faculty, staff, and student rights by maintaining confidentiality of all information pertaining to University business
• Monitor workflow of requests for travel and purchases; process pre-approvals and provide updates on purchases, travel requests, and reimbursements
• Independent judgment to plan and prioritize a diversified workload
• Manage, schedule, prepare, and submit travel reimbursements for SOMA Dean(s), Department Chairs
• Document all expense/travel transactions for department budget tracking
• Prepare supply orders; assist faculty and staff with office supplies
• Schedule Zoom meetings and set up the meetings; prepare the meeting room
• Assist the Executive Assistant with Awards dinner, Commencement, Orientation, White Coat Ceremony, etc.
• Manage the credentialing process for all faculty to meet COCA accreditation requirements
• Keep track of current curriculum vitae, board certifications, and medical licenses for all SOMA clinical faculty
• Letter template preparation for residency applications and letters of recommendation
• Provide backup for the OMM Center office manager
• Annual Review & Preparation of ATSU/SOMA Policies and Procedures
• Other duties as assigned

Skills

Administrative support

Recordkeeping

Scheduling

Confidentiality

Verbal communication

Written communication

Time management

Office software

Education

High school diploma with one year technical training

Two to three years of office experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Gmail

Job description

Description

A.T. Still University's School of Osteopathic Medicine in Arizona (ATSU-SOMA) is seeking a full-time, non-exempt Administrative Assistant for the Operations team on the Mesa, Arizona campus. Under the direct supervision of the Director of Operations, this position provides administrative and clerical support for the SOMA Dean’s Office, SOMA faculty, and staff. In addition to typing, filing expense/travel documentation, scheduling Zoom meetings, and setting up the meetings, this individual would perform duties such as recordkeeping, coordination of meetings, distributing mail to faculty and staff, shipping/receiving of packages, plus working on special projects.

Duties & Responsibilities:

• Provide administrative and clerical support for the SOMA Dean’s Office and the Director of Operations
• Be the first contact for the Dean’s office for all deans, faculty, staff, and students; able to handle administrative requests
• Protect faculty, staff, and student rights by maintaining confidentiality of all information pertaining to University business
• Monitor the workflow of requests for travel and purchases; responsible for receiving and processing pre-approvals in a timely manner and able to provide employee updates on purchases, travel requests, and reimbursements in a timely manner
• Independent judgment is required to plan and prioritize a diversified workload.
• Manage, schedule, prepare, and submit travel reimbursements for SOMA Dean(s), Department Chairs
• Cross-train on the basics of the purchase and travel process
• Document all expense/travel transactions for department budget tracking
• Perform duties such as recordkeeping, distribution of mail to faculty and staff, as well as shipping/receiving packages
• Prepare supply orders; assist faculty and staff with office supplies
• Schedule Zoom meetings and set up the meetings; prepare the meeting room
• Assist the Executive Assistant with Awards dinner, Commencement, Orientation, White Coat Ceremony, etc.
• Manage the credentialing process for all faculty to ensure we meet Commission on Osteopathic College Accreditation (COCA) accreditation requirements for hiring and maintaining compliance
• Keep track of current curriculum vitae, board certifications, and medical licenses for all SOMA clinical faculty
• Letter template preparation for the chair of residency applications and letters of recommendation.
• Prepare supply orders; assist faculty and staff with office supplies
• Provide backup for the OMM Center office manager
• Annual Review & Preparation of ATSU/SOMA Policies and Procedures
• Other duties as assigned

Requirements

Education & Experience:

• High school diploma or equivalent plus one year of technical training or schooling.
• Two to three years of relevant office experience preferred.
• Excellent computer skills required to set up document formats in Microsoft Word, Excel, PowerPoint, Gmail, and any other software program required by the position.
• Excellent verbal and written communication skills
• Ability to follow directions and work well under pressure
• Excellent organizational and problem-solving skills
• Ability to organize and prioritize workload in order to meet necessary deadlines
• Ability to manage detail-oriented assignments and be flexible with job assignments.

ATSU offers a comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits.

A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex (including pregnancy), sexual orientation, age, disability, or veteran status in admission or access to, or treatment or employment in its programs and activities.