Administrative Coordinator for Clinical Affairs

4 weeks ago

Pittsburgh, Pennsylvania, United States Duquesne University Full time
Job 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 Associate Dean for Clinical Affairs and the Clinical Affairs Department.

The position reports to the Associate Dean for Clinical Affairs.

Key Responsibilities:

Provides overall administrative support to the Associate Dean for Clinical Affairs and the Department of Clinical Affairs Faculty of the College of Osteopathic Medicine (COM).

Takes proactive initiative to support the daily executive functioning of the Associate Dean.

Manages the Associate Dean's appointment calendar and coordinates with others within the COM, University, and outside entities to meet scheduling needs.

Assists in travel arrangements and related events.

Manages the Associate Dean's procurement card according to established University policies.

Provides administrative support for meetings including scheduling, taking meeting minutes, creating agendas, compiling packets/slides/handouts, maintaining accurate contact lists and communications, and tracking completion of follow-up tasks/action items.

Manage multiple and competing priorities and schedules simultaneously.

Assists in projects related to the Department of Clinical Affairs.

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.

Serves as a primary point of contact for the Clinical Affairs Department connecting with leaders and personnel from the University, outside entities, and the COM.

Professionally represents the COM.

Develops meaningful relationships while maintaining confidentiality and discretion in communications.

Ensures frequent and timely follow-up communications, proactively identifies needs and resolves communication gaps.

Participates in the College of Osteopathic Medicine events including conferences, white coat ceremony, graduation, etc.

Requirements:

Minimum qualifications:

Associates degree from an accredited institution.

Work-related experience as an administrative assistant.

Preferred qualifications:

Bachelor's degree in business administration or related field from an accredited institution.

Work-related experience as an administrative assistant to a Dean, Associate Dean, or other executives in a healthcare-related or medical education field.

Demonstrated experience with, and understanding of, the broad diversity of the University community (students, faculty, staff, and others).

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:

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.

Ability to establish and maintain effective working relationships with the University and COM communities.

Excellent communication skills.

Knowledge and experience in accounting and financial management principles.

Must be mobile and able to lift up-to 25 pounds. The position requires the ability to travel and enter facilities that may not be ADA-compliant.

Commitment to the University's values of diversity, equity and inclusion, and recognition of the importance of treating each individual with dignity and respect consistent with the University's Mission.

Application Instructions:

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

Catholic in its mission and ecumenical in spirit, Duquesne University values equality of opportunity as an educational institution and as an employer.

We aspire to attract and sustain a diverse faculty and staff that reflects contemporary society, serves our academic goals and enriches our campus community.

We particularly encourage applications from members of underrepresented groups and support dual-career couples through our charter membership in this region's HERC (Higher Education Recruitment Consortium).

We invite applicants for this position to learn more about our university and its Spiritan heritage by visiting our website.

Applicants invited to campus for an interview may be asked about ways in which they see their talents contributing to the continued growth of our community and furthering its mission.

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.

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