Sr. Administrative Assistant - IL - Eye Institute
The Sr. Administrative Assistant will report to the Associate Dean of Clinical Affairs. The position also provides support to the Assistant Director of Clinic Operations, Assistant Director of External Rotations, Clinic Manager, Clinical Education Coordinator, and the faculty and staff of the Eye Institute. The Eye Institute provides patient care services, clinical education, as well as clinical rotations for optometry students. The primary responsibilities include administrative staff support for all activities of the Eye Institute so that the latter can successfully achieve its mission and fulfill its purpose.
Essential Duties and Responsibilities
- Scheduling meetings of individuals and committees and take meeting minutes, as requested.
- Maintaining administrative and financial records and databases.
- Preparing business expense reports of the Associate Dean of Clinical Affairs, staff, and some faculty.
- Organizing and managing events in the Eye Institute including but not limited to: faculty and student meetings with the Associate Dean, open houses, continuing education programs. This includes preparing draft agendas, reserving rooms, disseminating announcements to participants, ordering food, etc.
- Providing administrative support for all assigned duties including reception, word processing, filing documents, preparing reports, answering phone calls, ordering office supplies, arranging travel for Eye Institute faculty and administrators, etc.
- Tracking faculty certifications as they relate to the Eye Institute: CPR, Clinical Privileging, Immunizations, HR training, and assignments.
- Preparing Capital Expenditure Requisitions and Purchase Requisitions for capital and non-capital items for the Midwestern University Eye Institute and Associate Dean of Clinical Affairs' office.
- Responsible for sending emails to students in regard to vision screenings, as well as keeping track of student logs for encounters as well as immunizations.
- May occasionally be asked to go to community events and health fairs
- Other administrative tasks to support the Eye Institute and CCO, as assigned (e.g., tracking student absence requests and make-up sessions).
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position requires that the individual be flexible, understands the importance of being a team player, has patience as he/she will be dealing with students, has a willingness to be challenged with new duties and responsibilities, and is interested in learning new skills through involvement in new assignments.
Education and/or Experience
High school diploma or GED is required. Bachelor's degree is preferred. 3-5 years of administrative and office administration experience required. Must have strong computer skills including Windows environment, Microsoft Word, Excel, Access, Microsoft Publisher and PowerPoint. The ideal candidate would possess excellent organizational skills, be committed toward exceptional client service; as well as possess excellent verbal and written communication skills.
Windows environment, Microsoft Word, Excel, Access, Microsoft Publisher and PowerPoint.
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.
The physical demands 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.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must frequently lift and /or move up to 10 pounds, occasionally lift and/or move up to 25 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
High School or better.Experience
3-5 years: Previous administrative office experience.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)