Clinical and Pre-Clinical Medical Education Administrative Assistant

Job Title: 1.) Clinical Medical Administration Assistant
Department: MECOE
Primary Location: South Georgia
FLSA: Non-Exempt, Full-time

*Please Note: There are two opportunities available (Clinical and Pre-Clinical Admin Asst.)

Summary:

The administrative assistant provides direct administrative support to the department’s senior leaders and broad administrative support to other team members in support of department operations. This position reports to the Administrative Manager of the Medical Education Center of Excellence (MECOE) and provides administrative support to the Assistant Deans, Associate Deans, and other members of MECOE.

Essential Duties and Responsibilities:

The successful incumbent will perform the following duties:

• Monitor student progress towards graduation and residency placement to determine eligibility for board preparatory and remediation courses.
• Coordinate meetings between students and board preparation mentors.
• Monitor student progress in designated medical board preparation question banks and applications.
• Regularly update the designated faculty-in-charge on student progress in Level 2 board preparation courses.
• Track student completion of assignments in various board preparation courses.
• Organize the purchase, scheduling, and administration of self-assessment examinations; track and categorize scores accordingly.
• Assess student eligibility for enrollment in different board remediation courses.
• Manage the learning management and communication platform for various board preparation courses.
• Schedule meetings between students and the designated faculty-in-charge to discuss the impact of board preparatory and remediation courses on student rotation schedules.
• Accurately input student data and course details into databases and systems.
• Monitor objective data, including practice test scores and board exam results, to help evaluate outcomes.
• Implement initiatives to improve quality, service, and operational efficiency.
• Attend necessary meetings and maintain confidentiality with sensitive information.
• Independently manage multiple projects simultaneously while maintaining keen attention to detail and meeting tight deadlines.
• Provide administrative support for various committees as required.
• Perform additional duties as assigned.

Required Skills and Experience:

• Minimum two years’ experience in a similar administrative support role, preferably in a higher education setting.
• High level of computer proficiency in word processing, Excel, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms.
• High-level customer service.
• Strong planning and organizational skills.
• Critical thinking skills.
• Strong communication skills, including written, verbal, and interpersonal.
• Strong collaboration skills.

Education and Certifications:

• High school diploma or GED required; Associate’s or Bachelor’s Degree in business administration, liberal arts, or similar discipline is preferred.

Physical Requirements:

• Ability to sit for prolonged periods, up to eight hours per day.
• Ability to lift up to 25 lbs.
• Ability to view computer screens for extended periods, up to eight hours per day.
• Manual dexterity and mobility to use personal computers and other office equipment.

This job description is not intended to cover all tasks, duties, or responsibilities the employee may be required to perform. The listed duties and responsibilities can change at any time, with or without prior notice.

Job Title: 2) Pre-Clinical Medical Administration Assistant
Department: MECOE
Primary Location: South Georgia
FLSA: Non-Exempt, Full-time

Summary:

The administrative assistant provides direct administrative support to the department’s senior leaders and broad administrative support to other team members in support of department operations. This position reports to the Administrative Manager of the Medical Education Center of Excellence (MECOE) and provides administrative support to the Assistant Deans, Associate Deans, and other members of MECOE.

Essential Duties and Responsibilities:

The successful incumbent will perform the following duties:

• Monitor student progress in designated medical board preparation question banks and applications.
• Evaluate student eligibility for enrollment in board remediation courses.
• Regularly update the designated faculty-in-charge on student progress in Level 1 board preparation courses.
• Manage the learning management and communication platform for board preparation courses.
• Track student completion of assignments across various board preparation courses.
• Arrange meetings between students and board preparation mentors.
• Coordinate the purchase, scheduling, and proctoring of self-assessment examinations; track and analyze scores.
• Schedule meetings between students and the designated faculty-in-charge to discuss the impact of board preparation and remediation courses on student rotation schedules.
• Input student data and course details accurately and promptly into databases and systems.
• Attend meetings as necessary and maintain strict confidentiality regarding sensitive information.
• Implement initiatives for quality improvement, service enhancement, and operational efficiency.
• Provide administrative support for various committees as needed.
• Independently manage multiple projects simultaneously while maintaining keen attention to detail and meeting tight deadlines.
• Perform additional duties as assigned.

Required Skills and Experience:

• Minimum two years’ experience in a similar administrative support role, preferably in a higher education setting.
• High level of computer proficiency in word processing, Excel, presentations, email, and virtual meeting applications, preferably on the Google Workspace or Microsoft 365 platforms.
• High-level customer service.
• Strong planning and organizational skills.
• Critical thinking skills.
• Strong communication skills, including written, verbal, and interpersonal.
• Strong collaboration skills.

Education and Certifications:

• High school diploma or GED required; Associate’s or Bachelor’s Degree in business administration, liberal arts, or similar discipline is preferred.

Physical Requirements:

• Ability to sit for prolonged periods, up to eight hours per day.
• Ability to lift up to 25 lbs.
• Ability to view computer screens for extended periods, up to eight hours per day.
• Manual dexterity and mobility to use personal computers and other office equipment.

This job description is not intended to cover all tasks, duties, or responsibilities the employee may be required to perform. The listed duties and responsibilities can change at any time, with or without prior notice.