Administrative Assistant, Medical Education

Position Purpose

Provides essential and high-level administrative support to the Office of Medical Education.   

The list of duties and responsibilities is representative and not a complete and detailed list of tasks, that may be performed.

Essential Function                                                                                                                                                                                      

ADMINISTRATIVE                                                                                                                                                                                                    65  % Time

• Participates in the development, implementation, and administration of programs and initiatives of the CUSM-SOM Office of Medical Education.
• Ensures that services for students are carried out in compliance with University policies and standards.
• Establishes and maintains organized and efficient files and records for the Office of Medical Education; gathers, enters, and/or updates data to maintain records, files and databases, as appropriate.
• Utilizes good judgment, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential, and sensitive issues.
• Provides administrative support to various committees, processes purchasing requests, coordinates activities related to curriculum and assessment, course and program evaluation, registration, and other student services. 
• Compiles information, updates, formats and edits, for grammar and accuracy, publications related to medical education.
• Coordinates publication of materials in consultation with appropriate stakeholders for dissemination and/or meetings.
• Prepares necessary files, agendas, takes minutes, follows-up on action items, and handles routine correspondence.
• Communicates positively, effectively, and professionally with others and collaborate and accept direction. 
• Coordinates activities related to the Office of Medical Education.
• Prepares rooms for educational and assessment activities.
• Prepares timetables, meeting materials, and schedules room bookings for the office.
• Processes purchasing requests for the department, maintains inventory, and prepares regular and ad hoc budget/purchasing reports.
• Monitors room scheduling system, approves rooms for educational and administrative activities.
• Monitors the student attendance tracking system daily and forwards data/reports to the appropriate administrators in a timely manner.
• Maintains, verifies, and appropriately distributes documentation of excused/unexcused student absences.
• Creates, composes, and edits technical and/or administrative correspondence, documentation, report, memos, and other written correspondence and materials. Data entry with a high degree of accuracy.
• Applies knowledge of standard concepts, practices, and procedures.
• Maintains up-to-date knowledge of current policies, procedures and regulations.
• Performs other related tasks as requested or assigned.

COORDINATION                                                                                                                                                                                                   35%

• Communicates effectively with deans, faculty, and staff.
• Coordinates committee meetings, distributes preparatory materials, prepares and distributes meeting minutes, provides administrative support to assist in the completion of resulting action items, maintains committee timelines and rosters.
• Assists Curriculum and Assessment Coordinators with data collection and entry, document preparation and review, maintenance of educational calendar, proctoring examinations, maintenance of Curriculum Inventory, question banks, faculty support for classroom and office technology.
• Reviews and verifies student documentation of research activities, external learning opportunities – e.g., away electives and global health electives.
• Serves as an integral component in staff, faculty, and student activities as directed by the Director or Associate Deans of Medical Education; delivering Pre-Clerkship, Clerkship, and Global Health curricula for the CUSM – School of Medicine.
• Communicates with and develop working relationships with a wide range of contacts, including the administrative offices, hospital systems, the business community, and with other institutions.

Minimum Qualifications

Skills, Knowledge, and Abilities

• Excellent oral and written communication skills to communicate and interact effectively with colleagues, faculty, students, and visitors.
• Ability to provide quality customer service via telephone, in-person, internet, and mail.
• Ability to interact professionally with diplomacy, patience and courtesy with diverse groups and to establish and maintain effective and cooperative working relationships while providing exceptional customer service.
• Ability to work independently and complete assignments with minimal supervision.
• Ability to prioritize assignments to complete work in a timely and accurate manner under pressure of deadlines, and with frequent interruptions and competing priorities.
• Ability to adjust priorities quickly, multitask and have excellent organizational skills.
• Ability to interpret policy and procedures related to the position and keep others informed.
• Ability to use a personal computer and applications such as Microsoft Office (Outlook, Word, Excel, Access, and Power Point), and desktop publishing applications such as Adobe PageMaker, Photoshop, Acrobat, Microsoft Publisher, etc.
• Ability to develop spreadsheets and databases.
• Ability to maintain confidentiality of information and records.
• Ability to set up and maintain filing/records systems.
• Ability to proofread materials, recognizing and correcting errors in conformance to established standards & guidelines, spelling, grammar and punctuation.
  
• Ability to prepare and maintain financial information and records.
  
• Knowledge of commonly used accounting principles and applications.   
  

 Education

• Associate’s Degree

Experience

• Two years of clerical experience; or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties.
• Demonstrated experience in a fast paced, high volume environment providing support.

Preferred Qualification

• Experience in a medical school or professional school setting.
• Familiarity of the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Working Environment
General office environment

SkillsSpecial Requirements and Conditions

• Some educational or administrative activities will occur outside of regular business hours.
• Some physicality is associated with this position. Position will be required to set rooms; applicant will likely need to rearrange tables and chairs, move meeting materials such as large stacks of paper, food orders for up to 120 people, easels, etc.

Items Used

Computer, printer, scanner, copy machine, calculator, telephone, and document shredder

Physical Demands
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 required to use hands to fingers, reach, climb stairs, walk, sit for long periods of time, talk and hear. The employee must occasionally lift and/or move up to 40 pounds.

Diversity and Equal Employment Opportunity Policy Statement
California University of Science and Medicine (CUSM) supports the principles of equal opportunity, inclusion and
diversity in employment and education. The University seeks to ensure that no person will encounter discrimination in
employment or education on the basis of age, skin color, ability status, biological sex, gender identity, gender expression,
national origin, immigration status, race, ethnicity, religion, sexual identity, or Veteran's status. This policy is applicable to
both the employment practices and administration of programs and activities within the University. It is the policy of the
University that no person shall be excluded from the participation in, be denied the benefits of, or in any way be subject to
discrimination in any program or activity at the University. Further, CUSM is committed to being an antiracist institution
that continuously works to end oppression in all forms. Therefore, CUSM actively maintains institutional structures and
learning opportunities to prevent incidents of bias or discrimination, and to address them with individual and collective
accountability should they occur.