Administrative Assistant - Clinical Affairs

Job Description

Noorda College of Osteopathic Medicine

Position: Administrative Assistant

Department: Clinical Affairs 

Pay: $45,000 Annually

Schedule: M – F (Full time, 40 hours per week)

Location: On-site at the Provo, Utah Campus 

Position Responsibilities:

Coordinates activities accomplished through the assigned department(s). In addition to assisting with management of the operations of the Clinical Medicine department(s) this position acts as the initial point of contact for both internal and external constituencies providing confidential support. Exercises good judgment in a variety of situations, with strong written and verbal communication; administrative and organizational skills; and the ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 

1.     Coordinating a broad variety of administrative tasks including but not limited to:

1.1. Tactfully working with a variety of constituents including students, faculty, administrators, credentialing agencies, professional organizations and community partners.

1.2.  Work collaboratively as administrative liaison between the assigned department(s) and College departments (division administrators, department chairs, committee chairs, and representatives) assisting in providing high-level responsive services.

1.3.  Responsible for day-to-day administrative, clerical support for confidential records and files (e.g., student outcomes, strategic planning, accreditation, annual reporting) utilizing a variety of database tools (e.g., Excel, Access).

1.4.  Facilitate the department(s) calendar to schedule appointments, engagements, conferences and meetings (arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.)

1.5. Meets regularly with the department head(s) to discuss operations and tasks preparing appointment briefing and background materials ensuring materials are provided in a timely manner for review.

1.6.   Perform general office duties including providing assistance in resolving administrative questions and issues, answering the telephone, taking and delivering messages, copying and dissemination of materials; receive, sort, and distribute mail, filing, and preparation of standard office forms.

2.        Budget and fiscal responsibilities.

2.1.    Participate in development of the department(s) budget and required reporting.

2.2.    Maintains and monitors budgets, budget tracking, budget modifications and analyzes monthly reports, reporting variances to the department(s) head.

2.3.   Prepares purchase and travel requisition expense forms, check requests, payment of invoices and maintains records.

2.4.  Tracks reimbursement expenditures for clinical faculty.

3.        Facilitates communication between all internal and external constituents.

3.1.    Demonstrating professionalism, tact, and leadership to maintain credibility, trust, and support with all parties.

3.2.    Prioritize and brief the department(s) head regarding information/action items that require review/input/action; handling matters expeditiously, proactively, and following-through on assignments to successful completion, often with deadline pressures.

3.3.    Contributing to document development and distribution, making revisions, obtaining signatures, and assisting in the document process

4.       Actively engages in the advancement of the College.

4.1. Assist in the production of meetings and special events, including but not limited to room reservations, catering services, audio-visual requirements, and set-up. 

4.2.    Provide support for Committees as assigned (e.g., prepare for and attend meetings, transcribe, and distribute minutes)

4.3.   Ensure agendas, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of minutes and/ or other media.

5.       Contributes to team effort by performing other duties as needed/assigned. 


Education:   Associate degree required; bachelor’s degree preferred. Equivalent experience may substitute for education.

Experience:  Two years administrative/coordination related experience.  One year experience supporting multiple individuals. Two years’ experience in higher education administration preferred.

Skills & Abilities: Excellent communication skills.  Must demonstrate a high level of skills in email communications.  Proficient in Microsoft applications, including Excel, Word, and PowerPoint.  Working knowledge and/or familiarity with Adobe Professional, Photoshop, Paint and Photo Editor, a plus.  Must have excellent interpersonal skills, including the ability to understand, assess, and use appropriate professional judgment.  Effective use of diplomacy and tact is essential.  Demonstrated initiative in being proactive, anticipating needs, and implementing effective action plans.  Requires the ability to set priorities, meet deadlines, and perform assignments accurately.  Must have strong grammar and punctuation skills.  Must have strong organization skills, be flexible and able to adapt to changed priorities and effectively handle frequent interruptions.  Must be able to effectively handle multiple projects and tasks simultaneously.   Must be able to lift 40 lbs. Must be flexible to work early or late or on weekends for certain tasks.  Demonstrated ability to work in a team environment yet work well independently.  Must have excellent telephone etiquette.

 Pay & Benefits:

$45,000 Annually with full benefits:

• Health & dental insurance
• Optical insurance available
• 401K Retirement
• Multiple supplemental insurance plans available
• Life insurance
• Short & Long-term disability coverage

• Many other benefits available for full time staff:

  • Tuition reimbursement 
  • Professional development
  • Fitness club membership
  • 21 Days of recognized holidays
  • PTO 
Noorda College of Osteopathic Medicine is an Equal Opportunity Employer and does not discriminate against individuals in any phase of the application or employment phase on the basis of race, religion, creed, color, national origin, sex, sexual orientation, gender identity or expression, age, ancestry, physical or mental disability, medical condition including medical characteristics, marital status, veteran status, economic status, genetic identification, political belief, or any other classification protected by applicable local, state or federal laws. We encourage all qualified individuals to apply.

Type: Full-time

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Noorda College of Osteopathic Medicine

The Noorda College of Osteopathic Medicine is seeking qualified candidates to support our unique, innovative curricular model designed for a modern-day medical school. We have received pre-accreditation status with the Commission for Osteopathic College Accreditation and enrolled our first 90 medical students in Fall 2021. Located in the beautiful Utah Valley in Provo, the campus is surrounded by the Wasatch Mountain range and Utah Lake. We will admit our second cohort of 135 medical students in Fall 2022 and have a new academic building under construction which is scheduled to open in Summer 2023.

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