Administrative Assistant in Clinical Affairs

Job Title: Administrative Assistant in Clinical Affairs

Department: Clinical Affairs Date: May 1, 2025

FLSA: Non-Exempt Work Location: Auburn Campus

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

Reports to: Assigned Discipline
Chairs and Associate Dean for Clinical
Affairs

Percent Employment: 100%

Direct Reports: N/A

I. Job Summary: Working under the supervision of the assigned Chairs, the full-time
Administrative Assistant performs a wide range of administrative and office support activities
for the department and/or supervisors to facilitate the efficient operation of the organization.

II. Job Duties:
a. Coordinate and maintain student and preceptor records for all departments, which include,

but not limited to, rotation master schedules, rotation exam grades, student rotation logs,
and preceptor files.

b. Work closely with Clinical Affairs personnel regarding student rotation schedules, exams,
and student placement.

c. Interact with rotation site coordinators, preceptors, and their office managers.
d. Communicate monthly with third year students regarding their upcoming rotations.
e. Coordinate site visits and conference calls with core site preceptors (actual site visit once

each year and followed by a conference call approximately six months later; to include
preparation of meeting documents - agenda, student schedule and photos, composite
evaluation on preceptors, and other necessary materials.

f. Ensure submission of all necessary faculty credentialing information (CV, state license, board
certificate, etc.). Assist the Department of Clinical Affairs and the site coordinators in
obtaining all documentation required for the appointment and reappointment of physicians
within the departments.

g. Maintain and update office Outlook calendar for each discipline chair to coordinate
workflow (lectures, meetings, site visits, labs, etc.)

h. Monitor and assist with maintenance of the departmental website pages.
i. Assure that each individual clinical site’s instructions are kept updated and accurate for

student reference.
j. Maintain and update discipline syllabus when needed.
k. Input lecture exam questions into ExamSoft software.
l. Create and modify documents using word processing, spreadsheet, database and/or other

presentation software such as Microsoft Office, including (but not limited to) preceptor
payment invoices, master and individual site rotation schedules, site instructions, and yearly
department newsletters.

m. Support staff in assigned project-based work.
n. Assist in special events, such as VCOM Hospital Day, White Coat Ceremony, and

graduation.

o. Other duties as assigned.

III. Required Qualifications: Bachelor’s degree from Accredited Institution

Skills required for this position:

• Knowledge of principles and practices of basic office management and organization,

• Be highly organized, detailed-oriented, and able to multi-task in a fast-paced

• Ability to work well either alone or as part of a team
• Excellent interpersonal and communications skills
• Strong team player
• Commitment to organization’s values
• Knowledge of Microsoft Office, telephone protocol, and email applications
  

Preferences are given to applicants who have the following skills or attributes: Experience with

medical terminology and operation of medical education protocol and operations.

Successful candidate will be subject to a criminal history background check.

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

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 be in 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.