Sr. Administrative Assistant- Associate Dean's Office- AZ- College of Veterinary Medicine
The Senior Administrative Assistant provides general administrative and office support for the College of Veterinary Medicine. The position reports to the Associate Dean for Academic Affairs in the College of Veterinary Medicine.
Essential Duties and Responsibilities
- General Administrative Support to the Associate Dean, including:
- Answer phones, create documents, maintain Associate Deans' calendar/schedule
- Make travel arrangements for Associate Dean and process Concur reimbursements
- Schedule meetings, reserve rooms, record minutes and coordinate with media resources department for any special equipment needed
- Assist the Associate Dean with student affairs, including:
- Coordinate the Student Promotion and Graduation Committee meetings
- Track student performance and process academic status letters
- Track student leave of absences
- Maintain confidential student files
- Schedule meetings with students and Associate Dean
- Assist the Director for Outcomes Assessment with examination administration, including:
- Schedule exams in the testing center including the annual Veterinary Educational Assessment, exams for accommodation students, make-up exams and quarterly re-examinations
- Testing center interface for entering questions, tagging questions with competencies, delivering examinations for the College, and proctoring exams as required
- Quarterly final grade entry
- Provide administrative support to the Clinical Coordinators, including:
- Help process Preceptor and Site Profile (PSP) forms
- Help track Affiliation Agreements
- Send Block Reminders to external sites
- Curriculum Maintenance
- Inputting competencies and other information into One45 curriculum mapping software, as well as attaching assigned competencies to exam questions.
- Maintain syllabi as changes are made to the curriculum
- Coordinate the Curriculum Committee meetings by scheduling syllabi changes into the monthly meetings
- Process course change forms and manage course numbers
- Other College support, including:
- Office duties including supply orders, maintain copiers, distribute mail, and reconcile and pay invoices
- Assist with college events
- Coordinate work volume with the administrative coordinator to ensure a balanced workflow between all administrative assistants
- Participate in cross-training with other administrative assistants
- Other duties as assigned
This position 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 person should enjoy working with students and be able to handle complex scheduling issues.
Education and/or Experience
High school diploma or GED and 3-5 years administrative support experience required. One year certificate from college or technical school and/or Associate's Degree desired. Experience working in a team and customer service oriented environment. Excellent written and verbal communication skills.
General computer literacy necessary, with proficiency in Microsoft Office Suite software including MS Office, Outlook, and Excel. Proficiency with PowerPoint and Canvas and the ability to update a webpage.
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 occasionally lift and /or move up to 10 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 withall 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.
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)