Still University's School of Osteopathic Medicine in Arizona (ATSU-SOMA) is seeking a full-time, non-exempt Administrative Assistant on the Mesa, Arizona campus.

Under the direct supervision of the ATSU-SOMA Director of Operations, this position provides administrative and clerical support for the ATSU-SOMA Dean’s Office, ATSU 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 ATSU-SOMA faculty and staff, shipping / receiving of packages, as well as working on special projects.

Duties & Responsibilities :

• Provides day-to-day administrative support to students, faculty, and staff by meeting the mission and vision of ATSU-SOMA.
• Protect ATSU-SOMA faculty, staff and student rights by maintaining confidentiality of all information pertaining to University business.
• Independent judgement is required to plan and prioritize a diversified workload.
• Assist the ATSU-SOMA Operations team for monitoring the workflow of the pre-approval / approval / processing of expense and travel requests within the SOMA Operations email, Unimarket, and Chrome River.
• Manage, schedule, prepare, preview, track the expense and submit travel / non travel reimbursements through Chrome River for ATSU-SOMA students, faculty, and staff.
• Assist in documenting all ATSU-SOMA expense / travel transactions for departments’ budget tracking.
• Provide administrative support for ATSU-SOMA Director of Operations : assist and prepare HR paperwork (status forms, job descriptions, personnel requisitions), file HR paperwork in personnel folders.
• Assist in managing the credentialing process for all faculty to ensure we meet the Commission on Osteopathic College Accreditation (COCA) accreditation requirements for hiring and maintaining compliance.
• Assist in keeping track of current curriculum vitae, board certifications, medical licenses for all ATSU-SOMA faculty.
• Administrative support for ATSU-SOMA department chairs, faculty, Director of Operations.
• Administrative support for ATSU-SOMA Dean / provide back-up for the Executive Assistant.
• Schedule meetings when requested by ATSU-SOMA Deans, faculty, department chairs.
• Assist with data collection for internal / external reports : CVs, forms, job description updates / formatting.
• Preparation of documentation for the Commission on Osteopathic College Accreditation (COCA) site visits, documents created / revised.
• Assist with data collection for ATSU-SOMA Dean’s Annual Report, COCA reports, licensing surveys.
• ATSU-SOMA Faculty-Staff Meetings : schedule meetings, reserve room, initiate Zoom with recording, compile meeting minutes.
• ATSU-SOMA Faculty candidate interviews : coordinate travel, reserve rooms, schedule interviews and presentation, submit expenses.
• Provide back-up for Business Operations Specialist : daily invoice processing, check requests, purchasing through Unimarket.
• Responsible for managing, processing, preparing travel reimbursements for ATSU-SOMA faculty / staff / students, Faculty Development Conference and NACHC-CHI travel utilizing Chrome River.
• Provide administrative support for ATSU-SOMA Faculty Council with polls / surveys, as needed.
• Provide administrative support for ATSU-SOMA Faculty-Staff meetings, record minutes.
• Provide administrative support for ATSU-SOMA department meetings, as requested.
• Assist the ATSU-SOMA Executive Assistant with ATSU / SOMA events : Awards Dinner, Graduation, New Student Orientation, White Coat;

special projects as needed from Dean(s) / faculty.

• Provide back-up for the OMM Center Office Manager.
• Other duties as assigned.

Education & Experience :

• High school diploma plus one year of college or technical school.
• Two to three years experience in an office environment or medical school.
• Knowledge of basic functions, , preparation of correspondence, reports, etc.
• Operation of basic office equipment (PC, printer / copier / scanner).
• Experience working in a medical or academic setting preferred, with knowledge of basic medical terminology.
• 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.

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 : .

Last updated : 2024-05-22