Job Title: Administrative Assistant for Master of Health Science in Anesthesia
Program

Department: Master of Health Date: July 1, 2023
Science in Anesthesia Program

FLSA: Non-Exempt Work Location: Auburn Campus

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

Reports to: Dean for Master of Percent Employment: 100%
Health Science in Anesthesia Program

Direct Reports: N/A

I. Job Summary: The Administrative Assistant for the Department of Master of Health Science in

Anesthesia Program will serve as an initial contact person for the Master of Health Science in
Anesthesia Program (“MHSA”) of the VCOM Auburn Campus and the public, professionals, and
students of the Program. Duties of the Administrative Assistant include providing support to our
faculty and staff, assisting in daily office needs, and managing our Program’s general administrative
activities.
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 Teams
and Adobe Acrobat 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, a good sense of discretion, and initiative to drive
positive change in the Program where appropriate and based on experience.

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 Master of Health Science in Anesthesia Program staff,
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 Program materials.

II. Job Duties:

a. Serve as the receptionist for the Program with attention to answering phones, relaying messages
to the appropriate parties in a timely manner and overseeing/welcoming visitors. Greet students
and visitors and make them feel comfortable, both in person and over the phone.

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 faculty and staff per request; and schedule appointments for
the Program.

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 Faculty Meetings, Committee Meetings, and Student Disciplinary Conferences:
schedule meetings, secure their location, attend meetings, and take minutes and write summaries.
Address issues or projects assigned during meetings. Take minutes for the weekly Master of
Health Science in Anesthesia Program Staff meetings and write summary. Submit all meeting
minutes to the Program Director within five working days of the meetings for revisions as
necessary. Ensure all minutes from meetings are distributed to the faculty 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 weekly Anesthesia 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: Assist the Director of Clinical Rotations

with obtaining required materials for credentialing from clinical faculty appointees; and the
collection and processing of faculty applications.

i. Prepare all correspondence by the Associate Dean including but not limited to correspondence

with students, faculty, site personnel, clinical preceptors, hospitals, and the public.

j. Coordinate on and off-campus events such as celebrations, faculty development meetings,
student services workshops and administrative meetings: This includes participating in
developing the event’s schedule and layout of materials, update participant mailing list; choose
and order gifts for vendors and/or participants. The position is responsible for obtaining bids
for printing flyers and processing them for bulk mailing if needed, sending the “save-the-date”
notice, developing the flyer; and registration form to be posted on Program website and social

media platforms; distributing emails containing the links for information about the event and
registration to possible attendees. This also includes negotiating hotel rates and securing blocks
of rooms for participants, if necessary. Planning, securing bids, and ordering food and beverages.
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 events including clinical site award dinners, White Coat

Ceremony, Accepted Students’ Day, Orientation, Graduation, Clinical Preceptor Workshops, and
other on campus departmental and faculty meetings as necessary.

l. Prepare purchase requests and invoices as needed, prepare, and reconcile required monthly

business financial reports including credit card reports of the Associate Dean. Obtain approval
and maintain records for invoices and leave requests. Enter approved leave requests received for
faculty and staff on shared electronic folder and calendar.

m. Assure records retention for documents for the Program based on established policy.

n. Maintain Program reception area as a neat, orderly, and welcoming environment for students and
guests.

o. Perform other duties as assigned by the Master of Health Science in Anesthesia Program staff

and Dean of Master of Health Science in Anesthesia Program.
III. Required Qualifications: Bachelor’s degree from accredited institution preferred or equivalent

experience including:

• Advanced understanding of the entire Microsoft Suite; the ability to produce and manipulate

• This position will also require strong communication and organizational skills, and the ability to

• Other skills important to this position:

work in required timelines
o Strong team player
o 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

• Administrative assistant experience

• Training in Microsoft Suite including Microsoft Certification