Soma - Administrative Assistant

3 weeks ago

Mesa, United States A.T. Still University Full time

A.T. Still University's School of Osteopathic Medicine in Arizona (ATSU-SOMA) is seeking a full-time, non-exempt Administrative Assistant on the Mesa, Arizona campus. Under the direct supervision of the ATSU-SOMA Director of Operations, this position provides administrative and clerical support for the ATSU-SOMA Dean’s Office, ATSU SOMA faculty, and staff. In addition to typing, filing expense/travel documentation, scheduling Zoom meetings and setting up the meetings, this individual would perform duties such as recordkeeping, coordination of meetings, distributing mail to ATSU-SOMA faculty and staff, shipping/receiving of packages, as well as working on special projects.

**Duties & Responsibilities**:

- Provides day-to-day administrative support to students, faculty, and staff by meeting the mission and vision of ATSU-SOMA.
- Protect ATSU-SOMA faculty, staff and student rights by maintaining confidentiality of all information pertaining to University business.
- Independent judgement is required to plan and prioritize a diversified workload.
- Manage, schedule, prepare, preview, track the expense and submit travel/non travel reimbursements through Chrome River for ATSU-SOMA students, faculty, and staff.
- Assist in documenting all ATSU-SOMA expense/travel transactions for departments’ budget tracking.
- Provide administrative support for ATSU-SOMA Director of Operations: assist and prepare HR paperwork (status forms, job descriptions, personnel requisitions), file HR paperwork in personnel folders.
- Assist in managing the credentialing process for all faculty to ensure we meet the Commission on Osteopathic College Accreditation (COCA) accreditation requirements for hiring and maintaining compliance.
- Assist in keeping track of current curriculum vitae, board certifications, medical licenses for all ATSU-SOMA faculty.
- Administrative support for ATSU-SOMA department chairs, faculty, Director of Operations.
- Administrative support for ATSU-SOMA Dean/provide back-up for the Executive Assistant.
- Schedule meetings when requested by ATSU-SOMA Deans, faculty, department chairs.
- Assist with data collection for internal/external reports: CVs, forms, job description updates/formatting.
- Preparation of documentation for the Commission on Osteopathic College Accreditation (COCA) site visits, documents created/revised.
- Assist with data collection for ATSU-SOMA Dean’s Annual Report, COCA reports, licensing surveys.
- ATSU-SOMA Faculty-Staff Meetings: schedule meetings, reserve room, initiate Zoom with recording, compile meeting minutes.
- Provide back-up for Business Operations Specialist: daily invoice processing, check requests, purchasing through Unimarket.
- Responsible for managing, processing, preparing travel reimbursements for ATSU-SOMA faculty/staff/students, Faculty Development Conference and NACHC-CHI travel utilizing Chrome River.
- Provide administrative support for ATSU-SOMA Faculty Council with polls/surveys, as needed.
- Provide administrative support for ATSU-SOMA Faculty-Staff meetings, record minutes.
- Provide administrative support for ATSU-SOMA department meetings, as requested.
- Assist the ATSU-SOMA Executive Assistant with ATSU/SOMA events: Awards Dinner, Graduation, New Student Orientation, White Coat; special projects as needed from Dean(s)/faculty.
- Provide back-up for the OMM Center Office Manager.
- Assist in Annual Review & Preparation of ATSU-SOMA Policies and Procedures.
- Other duties as assigned.

**Education & Experience**:

- High school diploma plus one year of college or technical school.
- Two to three years experience in an office environment or medical school.
- Knowledge of basic functions, e.g., preparation of correspondence, reports, etc.
- Operation of basic office equipment (PC, printer/copier/scanner).
- Experience working in a medical or academic setting preferred, with knowledge of basic medical terminology.
- Excellent computer skills required to set up document formats in Microsoft Word, Excel, PowerPoint, Gmail, and any other software program required by the position.
- Excellent verbal and written communication skills.

ATSU offers a comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits.

**Education**: Required
- High School or better

**Skills**: Required
- Communication
- Interpersonal
- Initiative
- Organization Strategies
- Team Player

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