Administrative Assistant in Facilities and Operations

Job Description

Administrative Assistant for Facilities and Operations

Overview of Position:

The Noorda College of Osteopathic Medicine is looking for an Administrative Assistant to work with the Facilities and Operations department of the College. The hired individual will coordinate, and support activities and operations accomplished through the department. In addition, the Administrative Assistant is the first point of contact for the department, interfacing with students, faculty, staff, and community partners in the office or via email, phone or through in person interactions. This is a full-time position.

The hired individual will need to exercise 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.

Responsibilities:

1. Coordinating a broad variety of administrative tasks including but not limited to:
1.1. Tactfully working with a variety of constituents including students, staff, faculty, administrators, credentialing agencies, physicians, professional organizations, and community partners.
1.2. Work collaboratively as administrative liaison between the Facilities and Operations department and other 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. budgeting, strategic planning, accreditation, annual reporting, construction, work order requests and reporting) by utilizing a variety of database tools (e.g. Excel, Access, CMMS).
1.4. Facilitate the department calendar to schedule appointments, engagements; conferences, interviews, and meetings (arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.)
1.5. Meets regularly with the Facilities and Operations department 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 meeting minutes, taking and delivering messages, copying and dissemination of materials, receive, sort, and distribute mail, filing, and preparation of standard office forms.
1.7 Order office supplies and equipment, as well as managing any service contracts for that equipment.

2. Budget and fiscal responsibilities.
2.1. Participate in development of the department(s) budget and required reporting.
2.2. Assists in maintaining and monitoring budgets, budget tracking, budget modifications and analyzing monthly reports.
2.3. Prepares purchase and travel requisitions expense forms, check requests, payment of invoices and maintains records.
2.4 Set up preferred vendor and supplier accounts for the department.

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 Facilities and Operations department members 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.
3.4 Assists with departmental CMMS system – inventory, work orders, preventative maintenance scheduling, etc.

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), as well as being an active participant in meetings and committees in which you are assigned.
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.

Qualifications:

Education: Associate degree preferred as a minimum. Equivalent experience may substitute for education.

Experience: Two years administrative/coordination related experience. Two years administrative assistant experience supporting a Facilities or Operations department preferred. Two years experience in higher education administration preferred.

Skills & Abilities: Excellent communication skills is essential. Must demonstrate high level of skills in email communications and video conferencing. Must be proficient in Microsoft applications, including Excel, Word, Teams, Outlook, and PowerPoint. Working knowledge and/or familiarity with Adobe Professional a plus. Must have excellent interpersonal skills, including the ability to understand, assess, and use appropriate professional judgment. Effective use of diplomacy and tact 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, punctuation, and proof-reading 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 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, email and in person etiquette.

Pay & Benefits:
Pay is commensurate with experience and education. Full benefits package available

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
Expires: 10/31/2021

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About
Noorda College of Osteopathic Medicine

The Noorda College of Osteopathic Medicine is seeking qualified candidates to support our unique, innovative curriculum designed for a modern day Medical School. We currently have received the rights to admit students in the accreditation process with the Commission of Osteopathic College Accreditation for Fall of 2021. We are located in the beautiful Utah Valley in Provo surrounded by the Wasatch mountain range and Utah Lake. Our campus is in development for completion in the summer of 2022 with enrollment beginning August of 2021.

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