Job Title: Administrative Assistant for Clinical Affairs

Department: Clinical Affairs Date: January 1, 2024

FLSA: Non-Exempt Work Location: Auburn Campus

Employee Category: Classified Staff Work Schedule: M-F, 8:00am – 5:00pm

Reports to: Associate Dean for Percent Employment: 100%
Clinical Affairs

Direct Reports: N/A

I. Job Summary: The Administrative Assistant for the Department of Clinical Affairs will
serve as an initial contact person for the Clinical Affairs Department of the VCOM
Auburn Campus and the public, professionals, and students at the College.
The position requires the provision of high-quality executive support and includes:
1. Excellent computer skills in Word, PowerPoint, Outlook, Excel, and other programs
and the ability to learn new computer programs in a short period of time. As the position
requires some data analysis, full use of Excel is essential and the ability to learn some
features of Microsoft Access is also required.
2. Excellent organizational skills and the ability to multitask and work in a busy
environment. The ability to “turn around” correspondence, meeting minutes, and other
documents in short amount of time is required.
3. The position also requires a positive attitude in meeting with students and the public,
sound judgment in dealing with student and administrative issues, a high level of
accuracy and accountability, a high level of confidentiality, and a good sense of
discretion.
4. Other duties related to general support of the department, including, but not limited
to answering telephones and maintaining telephone and email logs, routing inquiries,
assisting students and serving as a liaison between them and the Clinical Affairs staff and
the Deans, maintaining administrative schedules, scheduling meetings, recording meeting
minutes, making travel arrangements, organizing files, managing databases, preparing
reports and official letters, and assisting in the organization of a wide variety of business
and social functions, both on and off-campus. The administrative assistant will also
collaborate in the preparation of a wide variety of documents including presentations,
correspondence, grants submissions, white papers, and other college materials.

II. Job Duties:

a. Serve as the receptionist for the division with attention to answering phones, relaying
messages to the appropriate parties in a timely manner and overseeing /welcoming
the visitors in the waiting area.

b. Perform general office and administrative support duties including scan, copy, and
fax documents; prepare, edit, and proofread documents; send meeting

announcements and reminders; order office supplies for clinical faculty and staff per
request; and schedule appointments for the department.

c. Utilize Microsoft Word, Excel, PowerPoint, Outlook, and the Internet proficiently
for creating documents, reports, surveys, databases, and sign-up systems to schedule
appointments for large groups. Proficiency in this area is a must.

d. Create, access and merge databases efficiently and accurately to provide information
as required to support the department and college.

e. Assist with travel arrangements and conference registrations. Make hotel and flight
reservations as needed; obtain directions; create event folders with hotel and flight
confirmations, directions, agenda, etc.

f. Assist with the monthly Clinical Chairs Meetings: schedule meetings, secure their
location, attend meetings, and take minutes and write summaries. Address issues or
projects assigned during meetings. Take minutes for the bi-weekly Clinical Affairs
Staff meetings and write summary. Submit all meeting minutes to the Associate Dean
for Clinical Affairs within five working days of the meetings for revisions as
necessary. Ensure all minutes from the Chairs are distributed to the Chairs prior to
the subsequent meeting for their review. Ensure minutes are available for final
approval at the subsequent chair meeting and maintain copies of these finalized
minutes electronically on the shared drive.

g. Assist with the scheduled Clinical Department Meetings: schedule meetings, attend
meetings and take minutes and write summaries. Address issues or projects assigned
during meetings.

h. Serve in the process of Clinical Faculty Appointments: Schedule, organize, and
attend APT meetings, take minutes, and prepare reports. Assist the Associate Deans
and the technical coordinator with obtaining required materials for credentialing
from potential faculty appointees, and the collection and processing of faculty
applications. **As needed**

i. Prepare all correspondence by the Associate Deans including but not limited to
correspondence with students, faculty, site personnel, DSME and DMEs, hospitals,
and the public.

j. Coordinate Hospital Day with Clinical Affairs Staff: This includes participating in
developing the event’s schedule and layout of flyers, update participant mailing list;
choose and order gifts for vendors. The coordinator is responsible for obtaining bids
for printing flyers and processing them for bulk mailing if needed, sending the
“Hospital Day save-the-date” notice, developing the flyer; and registration form to
be posted on VCOM and affiliated websites; distributing emails containing the links
for information about the event and registration to possible attendees from the
database of previous vendors. This also includes negotiating hotel rates and securing
blocks of rooms for participants. Planning, securing bids, and ordering food and

beverages as well as coordinating videos is a part of the event. Assuring students are
invited and engaged in the event. Assist with the set-up, sign-in registration,
distribution of gifts, and clean-up. Email thank you message to participants along
with a follow-up survey to request their feedback.

k. Coordinate and assist with additional clinical events including clinical site award
dinners, on campus departmental and faculty meetings, site coordinator training
events, DSME and DME events.

l. Prepare required monthly business financial reports including credit card reports.
Obtain approval and maintain records for invoices and leave requests. Enter
approved leave requests received for clinical faculty and staff on shared electronic
folder.

m. Scan altered degree plans of study (ADPOS) and send original immediately to the
Financial Aid office then to individual students via e-mail for their signatures. Send
signed plan to the Dean for approval. Make copies of approved plans and distribute
to the Dean, Associate Deans, Financial Aid Director, Registrar and Director of
Clinical Rotations. Maintain hard copies and electronic copies of documents.

n. Assure records retention for documents for the department based on established
policy.

o. Perform other duties as assigned by the Clinical Affairs staff and Associate Dean of
Clinical Affairs.

III. Required Qualifications: Bachelor’s Degree from Accredited Institution and

experience including:
Advanced understanding of the entire Microsoft Suite; the ability to produce and
manipulate reports, manage large databases; and largely the ability to quickly respond to
ad hoc, short notice requests by Administration.
This position will also require strong communication and organizational skills, and the
ability to work cooperatively in a fast-paced office environment. This position will
demand that the individual be self-motivated and detail oriented, with the ability to work
proactively with minimal supervision.

Other skills important to this position:
Excellent interpersonal and communications skills
Ability to create high quality, professional written documentation, and correspondence
Excellent organizational and time management skills – ability to multi-task and complete
work in required timelines
Strong team player
Commitment to company values
Successful candidate will be subject to a criminal history background check.

Regular, reliable, or predictable attendance is an essential function of the job.

Preferencesare given to candidates who have the following skills or attributes:

• Advanced organizational skills and project management experience

• Executive administrative assistant experience

• Advanced training in Microsoft Suite including Microsoft Certification

IV. Working Conditions and Efforts: The physical demands and work environment
characteristics described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions. The position requires a rapid pace, some days with long hours to
meet expectations, long distance driving to rural sites, and the ability to organize,
interpret, and utilize a large volume of information.

Physical demands: While performing the duties of this job, the employee is required to
ambulate (may be with use of assisted devices); sit, stand (or accommodate for standing);
use hands and vision for teaching; use office equipment such as computers; speak to
large and small groups of individuals for teaching; perform moderate telephone and
poly-com communication/usage; occasionally be required to lift and/or move up to 50
pounds; drive distances up to five hours or to fly on occasion to other campuses or
meetings.
Work environment: Office environment. Outside travel required 0% to 5% of time. The
noise level in the work environment is usually minimal, however the reception area with
frequent visitors, phone calls and discussions may be distracting.
This position is classified as a non-exempt position because it does not require
that the candidate/employee exercise independent judgement and discretion
regarding matters of significance.
Employment with VCOM is “at-will”. This means employment is for an

indefinite period and it is subject to termination by the employee or by VCOM,

with or without cause, with or without notice, and at any time. Nothing in this

position description or any other policy of VCOM shall be interpreted to conflict

with or to eliminate or modify in any way, the “at-will” employment status of

VCOM employees.

V. VCOM Core Values: The employee is expected to adhere to all VCOM policies. As
the environment is a professional college, VCOM faculty / staff are expected to dress
and behave in a professional manner at work. VCOM faculty / staff are expected as
VCOM employees, to be a person who obeys all laws and professional expectations of
an upstanding citizen of the community. VCOM expects all employees to maintain a
positive attitude in all working relationships with all VCOM departments, employees,

medical students, prospective medical students, interns, and residents and to treat all
other engaged in the duties of the employment, with mutual respect.