Administrative Associate - Clinical Sciences

Posting Details

Position Information

Job Category
Non-Classified

Position Title
Administrative Associate - Clinical Sciences

Working Title

Unit/Division
Academic Affairs

Location
WVSOM Main Campus, Lewisburg, WV

Scheduled Hours Per Week
37.5

FLSA Status
Non-Exempt

Job Summary

Job Description Summary

The Administrative Associate provides complex, independent, administrative support to faculty members and the Office Administrator in the Clinical Sciences Department, following established WVSOM, governing board and departmental policies, procedures and protocols. Tasks include knowledge and protection of confidential student, patient, and department information. This position reports to the Office Administrator for the Department of Clinical Sciences.

This position will be a full-time, staff position with full state benefits and is non-exempt from FLSA provisions regarding overtime. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require early morning, evening and weekend scheduling.

This position has been designated as essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM.

West Virginia School of Osteopathic Medicine is an equal opportunity employer.

Education/Knowledge

Minimum Education
Business/ Technical/Vocational School

Required Licenses/Certification

Successful candidate will have:

• Business, technical or vocational school of up to 18 months beyond high school
• Office management or administrative support experience; Over 2 up to 3 Years
• Computer software experience (Specifically MS Office); Over 2 up to 3 Years
• Higher education experience preferred; Over 2 up to 3 Years

An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.

Skills Required

• Follow directions and make routine decisions with limited supervision.
• Learn all academic, administrative, and organizational policies and procedures within the affected work area and to interpret and apply these policies to unique work situations.
• Identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines.
• Learn the operations of the institution as it relates to an academic/ administrative environment Coordinate many different administrative tasks, determine relative importance of and prioritize each, set deadlines, and complete projects accurately and in a timely manner.
• Be punctual, manage time effectively and accept responsibility.
• Organize information and maintain integrity of confidential information.
• Present a professional, position appearance and positive attitude.
• Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure, as well as office methods, procedures, practices, and protocol.
• Initiate, draft and prepare clear and concise correspondence requiring selection of materials and references from a variety of sources.
• Review clerical processes and identify deviations from applicable policies and procedures.
• Apply judgment, discretion and initiative in performing complex administrative work in a variety of subjects, programs or projects.
• Excellent interpersonal skills with the ability to communicate both orally and in writing complex information as well as to explain policies and procedures to others.
• Establish and maintain a cooperative working relationship with others.
• Utilizes various software packages, including but not limited to Outlook, Word, PowerPoint, and Excel.

Duties and Responsibilities

Duties and Responsibilities

• Maintains familiarity with established operating procedures as related to job responsibilities and initiates the action required to ensure that daily operations of the office run smoothly.
• Receives, greets and directs visitors to the department to the appropriate faculty member and/ or provides visitors with other appropriate information.
• Serves as a source of information in explaining WVSOM policies and procedures. Answers and screens telephone calls and communicates messages clearly and concisely and/or provides callers with other appropriate information.
• Collects, sorts and distributes incoming and outgoing departmental mail.
• Receives and reads incoming correspondence, email, reports, instructions or similar documents; identify communications which require the personal attention of the supervisor, attaches appropriate background material; flags priority items for supervisor's review.
• Establishes and maintains office files and records based on department filing system and assembles information from these and other sources in response to requests made by the supervisor.
• Manages the calendars of assigned faculty members, including adding lecture and clinic schedules, making and rescheduling appointments or meetings as necessary, and providing reminders of scheduled activities and deadlines.
• Schedules and makes arrangements for various meetings, examinations, conferences, labs, health fairs, etc. including reserving and setting up meeting rooms, inviting attendees, contacting other officials or staff members involved regarding materials or reports to be presented or discussed and assisting in the preparation of the agenda by suggesting items to be included.
• Attends meetings and takes summary or verbatim notes, and prepares or transcribes and distributes minutes of the meeting.
• Composes, types, transcribes, and/or edits correspondence, PowerPoint presentations, reports, forms, charts, etc. from rough draft to final form, independently or in accordance with general instructions. Proofreads all typed material and corrects errors in sentence structure, grammar, spelling and punctuation.
• Assists with course management utilizing the prescribed institutional on-line course environment or other resources for courses, systems, and disciplines and records, maintains, and submits grades or other related reports or information in accordance with established institutional policies and procedures.
• Type exam questions, set up question banks, and general question and grade reports utilizing the prescribed institutional exam software and adhering to the established institutional policies and procedures.
• Assists with proctoring of written and practical examinations, management of labs, exam reviews or other course-related class activities.
• Assists students with course-related questions or problems, and serves as liaison between students and course coordinator.
• Coordinates travel arrangements for faculty members based on institutional policies and procedures in a timely manner, and completes and submits appropriate paperwork for travel reimbursement within prescribed deadlines.
• Assists in gathering information for yearly evaluations of assigned faculty members, i.e., self-study information, peer references, student evaluations, and licenses. Update CVs for faculty for awards, publications, etc. through the year.
• Assists in maintaining inventory of various office and other supplies. Provides assistance with collecting quotes and pricing, preparing requisitions, and procuring other necessary documentation for purchasing and payment.
• Assists in developing, writing, and implementing departmental procedures for handling mail, filing systems, department record-keeping, management of courses, etc.
• Participates in training and professional development sessions to enhance job performance.
• Manages assigned tasks based on priority and deadlines.
• Assists supervisor, faculty and staff with special projects as instructed by supervisor.
• Performs other related duties and projects as assigned

Required Experience

Posting Detail Information

Close Date

Open Until Filled
Yes

Special Instructions

WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Sherri Miller - HR Coordinator at smiller@osteo.wvsom.edu.

Quick Link to Posting
https://careers.wvsom.edu/postings/3470