"Administrative Assistant, Clinical Faculty 2 – College of Osteopathic Medicine"

POSITION SUMMARY:

This highly skilled paraprofessional position requires the exercise of considerable initiative, independent judgment, high-level administrative work, and discretion to support and facilitate the role of the Clinical Affairs Faculty and the Clinical Affairs Department.

The position reports to the Chair of Specialty Medicine, Clinical Affairs.

DUTIES AND RESPONSIBILITIES:

Provides overall administrative support to the Chair of Specialty Medicine and the Division Chiefs under the Department of Specialty Medicine in the College of Osteopathic Medicine (COM):

• Takes proactive initiative to support the daily functioning of the Chair and Division Chiefs
• Manages the Chair and Division Chiefs’ appointment calendar and coordinates with others within the COM, University, and outside entities to meet scheduling needs
• Assists Chair and Division Chiefs prepare for lectures, labs, and all things related to delivering curriculum to students
• Develops and maintains syllabi, evaluations, schedules, etc. related to clinical courses using approved software including Canvas, One45 (Acuity Insights), and other software platforms used in the tracking and delivery of the clinical curriculum
• Collaborates with the Clinical Affairs and Biomedical Affairs departments’ staff and faculty, medical education department, medical registrar, students, and others in the COM (and at clinical sites where applicable) to ensure timely and accurate communication regarding student schedules, assignments, clinical curriculum, evaluations, assignments, and grading
• Helps to administer and proctor examinations including applicable NBOME COMAT examinations according to required protocols
• Coordinates and disseminates a variety of internal and external communications and records in support of the student’s curriculum experiences
• Assists in travel arrangements and related events
• Manage multiple and competing priorities and schedules simultaneously

Assists in projects related to the Department of Specialty Medicine:

• Takes responsibility for assigned projects, completing related tasks, and identifying and implementing strategies to improve processes and procedures related to the projects
• Develops and maintains standard operating procedures (SOPs) for departmental processes and implementation of COM policies
• Creates and maintains accurate files related to the departments, committees, events, and assigned projects
• Effectively communicates with members of the team to ensure accurate record-keeping
• Facilitates timely completion of assigned tasks through regular reminders and follow-ups ahead of deadlines
• Assists in the development of written and printed materials for projects, accreditation, curriculum documents, events, etc.
• Helps to maintain documents related to faculty and staff within the department
• Assists in the maintenance of the department’s budget
• Collaborates on budget oversight and record-keeping
• Provides regular monitoring and budget status reports
• Professionally represent the COM
• Develop meaningful relationships while maintaining confidentiality and discretion in communications
• Ensure frequent and timely follow-up communications, proactively identify needs and resolve communication gaps
• Participates in the College of Osteopathic Medicine events including conferences, white coat ceremony, graduation, etc.
• Completes other duties as assigned

REQUIREMENTS:

Minimum qualifications:

• Associate’s degree in a related field from an accredited institution
• Work-related experience as an administrative assistant
• Excellent time management and organization skills
• Strong technical skills including Microsoft Outlook, Word, Excel, and PowerPoint, Telecommunications software (Ex: Zoom), Web-based software, Adobe PDFs
• Ability to work independently on complex and confidential issues
• Experience preparing reports
• Excellent communication skills

Preferred qualifications:

• Bachelor’s degree in business administration or related field from an accredited institution
• Work-related experience as an administrative assistant in a healthcare-related or medical education field

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

• Ability to establish and maintain effective working relationships with the University Community.
• Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.