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SOMA - Senior Administrative Assistant

4 months ago

Mesa, United States atsu Full time

A.T. Still University's School of Osteopathic Medicine in Arizona (ATSU-SOMA) is seeking a full-time non-exempt Senior Administrative Assistant to the Deans. This position is eligible for a hybrid or remote work location. The Senior Administrative Assistant to ATSU-SOMA Deans will support the ATSU-SOMA Assistant Dean, Clinical Curriculum, IPE, and Simulation and Assistant Dean, Clinical Education, with all administrative, operational, platform management, data collection and reporting, and communication duties.

Duties & Responsibilities:

  • Serve as the primary communication liaison for the Assistant Dean, Clinical Curriculum, IPE, and Simulation and Assistant Dean, Clinical Education:
    a. Maintain the contact sheets for the following groups up to date and shared with the appropriate individuals:
    i. Community Partner Site contact sheet
    ii. Course Director List
    iii. ATSU-SOMA Contact Sheet
    b. Maintain and update the ATSU-SOMA Preceptor webpage
  • Assist the Assistant Dean, Clinical Curriculum, IPE, and Simulation and Assistant Dean, Clinical Education with the development, planning, and organizing of events such as:
    a. Orientation Weeks
    b. Rotation Readiness
    c. Residency Readiness
  • Serve as primary lead tech support for the educational management platforms systems ATSU-SOMA uses.
  • Serve as the primary lead tech support and liaison for eValue.
    a. Attend monthly eValue meetings as needed and requested by the Assistant Deans with eValue to optimize eValue use.
    b. Maintain the ATSU-SOMA eValue homepage.
    c. Maintain all active lists of enrolled students for OMS III - OMS IV students in eValue.
    d. Serve as primary eValue trainer for Regional Directors of Medical Education (RDMEs), Regional Education Coordinators (RECs), and Clinical Education Department (CED) Staff.
  • Annual development of shared scheduling grids and ongoing optimization of data tracking to ensure COCA accreditation standards are met regarding clinical education.
  • In collaboration with the Assistant Dean of Clinical Curriculum, IPE, and Simulation, format Clinical Rotation Evaluations (CRE), Student Evaluation of Rotation (SER) forms and update them into our educational management platform system.
  • In collaboration with the Assistant Dean, Clinical Curriculum, IPE, and Simulation, format and maintain the following on CANVAS:
    a. OMS III - OMS IV Clinical Rotation Courses
    b. Format updated Syllabi
    c. Weekly enrollment of students in clerkship rotation courses
  • In collaboration with the Assistant Dean of Clinical Education, the Rotation Request Forms will be formatted to ensure data acquisition will meet COCA accreditation standards as it relates to clinical education.
  • In collaboration with the Assistant Dean of Clinical Education, format and maintain the following:
    a. Approved Clinical Rotation List
    b. Approved Selective and Elective Rotation Lists
  • In collaboration with the Assistant Dean of Clinical Education, complete the annual report for the National Council for State Authorization Reciprocity Agreements (NC-SARA).
  • Format and update catchment area maps for regional clinical sites in collaboration with the Assistant Dean of Clinical Education.
  • In collaboration with the Student Achievement and Success Team, generate CRE data for medical student performance evaluation (MSPE) letters for OMS IV students.
  • Serve as the primary contact for Continuing Medical Education (CME) requests and reporting.
    a. Prepare CME data reports as requested by the Assistant Dean of Clinical Education.
  • Generate Clinical Rotation Evaluation (CRE) reports that are delinquent (by over 30 days) to be sent to all Community Partner Sites to ensure timely retrieval of CREs.
  • Prepare data reports as requested by the Dean, Assistant, Associate Deans, and Director of Accreditation and Assessment including but not limited to:
    a. AACOM Report Data
    b. COCA reporting tables
    c. Clinical rotation aggregated data
  • Update and maintain the OMS III and OMS IV booklist on the ATSU University website.
  • Update student enrollment in the Association of Professors of Gynecology and Obstetrics (APGO) for the OBGyn Clinical rotation.
  • Serve as primary lead to help students, staff, RDMEs, and RECs with educational management platform logins (eValue, CANVAS, VSLO, etc…).
  • Coordinate and lead CED-REC quarterly meetings to ensure:
    a. Proper training on all CED-related workflows and platform utilization management
    b. Provide bi-directional feedback from RECs and CED staff to the Assistant Dean of Clinical Education to optimize engagement and communication.
  • Coordinate training and orientation for all new RECs, including, but not limited to, the following:
    a. Platform training and logins for CANVAS, eValue, PIQ
    b. OMS III - OMS IV Scheduling Grid Training
    c. Ensure REC have completed FERPA and ATSU required HR training completed on an annual basis (Required Annual Employee Training).
    d. Ensure understanding of ATSU-SOMA policies, procedures, and requirements.
    e. Run audit reports monthly for the CED teamwork entries and as requested by the Assistant Dean of Clinical Education to ensure accuracy and timeliness of all CED duties.
  • Assist the Assistant Deans, Clinical Curriculum, IPE, and Simulation, and Clinical Education with coordinating meetings as needed, such as but not limited to CED meetings and course Director meetings.
  • Other projects and duties as assigned by the Assistant Deans, Clinical Curriculum, IPE and Simulation, and Clinical Education, and the Dean.
Education & Experience:
  • Two-year college certificate or equivalent.
  • 2-3 years: Project/program management experience; 2-3 years: Secretarial/office management experience and proven track record in a highly productive professional setting.
  • Preferred 2-3 years: Experience in a university or health care professional institution is helpful.
  • Excellent computer skills with good working knowledge of Microsoft Word, Excel, Access, and PowerPoint.
  • Knowledgeable of Google email functions, electronic calendars, and Internet search engines.
  • Effective time management skills, excellent writing, proofing, and editing abilities.
  • Professional office and phone etiquette.
  • Team player, willing to work independently and closely with others.
  • Be of even temperament, especially be willing to treat students, staff, and faculty collegially.
  • Able to juggle several projects while meeting deadlines with strong prioritization abilities.
  • Must represent ATSU in a highly professional manner, both internally and externally.


The hourly pay range for this position is 20.05 to 25.07 based on experience.

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.