SOMA - Administrative Assistant

Mesa, Arizona

A.T. Still University

AT Still University's School of Osteopathic Medicine in Arizona (ATSU-SOMA) is looking for a responsible administrative assistant to provide 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 and conferences, distributing mail to faculty and staff, shipping/receiving of packages, plus working on special projects. This individual will be able to provide independent judgment, which is required to plan, and prioritize a diversified workload.

Major Job Duties:
  • Responsible for monitoring the workflow of the pre-approval/approval/processing of expense and travel requests
  • Manage, schedule, prepare, and submit travel reimbursements for SOMA Dean(s), Department Chairs
  • 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, 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 back-up for the OMM Center office manager
  • 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 the 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 ability to provide employee updates on purchases, travel requests, and reimbursements in a timely manner
  • Cross-train basics of 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
  • Coordinate meetings/conferences/special events; Assist the Executive Assistant with Gala, Commencement, Orientation, White Coat Ceremony, etc.
  • Other duties as assigned
Education and Experience:
  • High school plus one year technical training or schooling.
  • Must have two to three years' experience in an office environment or large medical practice business background with experience in higher education.
  • Two to three years experience in an office environment or medical school.
  • Experience working in a medical or academic setting preferred, with knowledge of basic medical terminology.
  • Basic computer skills; Internet; Microsoft Office: Word, Excel, PowerPoint; professional communication skills.
  • Knowledge of basic business functions, e.g., preparation of correspondence, reports, etc.
  • Operation of basic office equipment (PC, printer/copier/scanner).
  • 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 including editing, for in-person, phone and correspondence.
  • 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.
  • Ability to make sound decisions.
  • Ability to solve practical problems, sometimes under great pressure and tight deadlines.
  • Ability to work with faculty/staff/students in a professional manner.
  • A high degree of confidentiality.
  • Experience interacting with internal and community affiliates.
  • Ability to follow and share information regarding university policy and procedure.
  • Strong interpersonal skills.
  • Problem-solving and critical thinking.
Personal Characteristics or Traits: Strong communication & leadership skills. Work as a team member. Strong attention to detail. Ability to solve problems quickly and accurately. Able to receive constructive feedback and apply it effectively.

Posted: 01/28/2022