Administrative Assistant

4 days ago

Boston, United States MCPHS Full time

The School of Physician Assistant Studies seeks an Administrative Assistant who provides administrative support for the program, and is responsible for a broad scope of administrative support activities, which may include any of the following, as well as related tasks:

Key Responsibilities
  • Serves as the first point of contact for the department; greets visitors and callers; triages incoming calls and inquiries from students and outside sources.
  • Assists the Directors of Didactic and Clinical Education with data entry and student progress monitoring (Populates and checks the Curriculum Archive, eValue, adds student grades to the student success tracking excel spreadsheet and assists with Blackboard entries.)
  • Manages the department calendar, including calendars of faculty, department head and staff
  • Maintains a spreadsheet to keep track of faculty vacation days
  • Assists with didactic and clinical year course and room scheduling
  • Creates and manages Zoom rooms
  • Manages databases; enters data; produces reports and charts
  • Prepares typed reports, memoranda and meeting minutes
  • Arranges and coordinates room reservations, catering, parking requests, and other provisions for departmental meetings, events and ceremonies
  • Maintains department files and records; scans, faxes and photocopies documents as needed
  • Assists in the preparation of exams and related course materials (e.g., course packs, syllabi, course evaluations), assists faculty with ExamSoft data management; proctors exams as requested
  • Prepares and maintains student administrative files to include transcripts, CORIs, immunization verification, BLS/ACLS, OSHA, HIPAA, and other records as directed
  • Assists in the preparation of interim reports and self-studies for accreditation
  • Prepares and maintains files required by accrediting agencies; collects data to meet program accreditation-approved assessment plans; distributes surveys to employees and graduates
  • Prepares itineraries and assists with coordination of faculty/staff/student candidate interviews
  • Manages inventory of department supplies; generates and tracks purchase orders
  • Processes invoices for payment
  • Assists with office mailings; sorts and distributes mail
  • Assists in coordination of inter-professional education activities

Additional responsibilities may be assigned by supervisor

RequirementsRequired:
  • A minimum of a high school diploma and two years of experience in an administrative support position in a professional setting
  • Strong interpersonal skills and customer service skills
  • Strong organizational skills and attention to detail; ability to ensure accuracy of work
  • Ability to be reliable, punctual and efficient in job performance
  • Ability to understand vague and implicit instructions and to follow these instructions
  • Ability to work in a fast-paced environment, and to prioritize tasks and meet deadlines
  • Ability to manage confidential materials and maintain confidentiality when working on specific tasks or projects
  • Ability to promote an environment conducive to respect and accountability at all times
  • Ability to accept and use constructive feedback from colleagues and supervisors
  • Ability to exercise appropriate chain of command when needing to address issues/concerns
  • Professional appearance and demeanor
  • Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment
Desired:
  • A bachelor's degree or equivalent experience
  • Evidence of success in a customer service role
  • Prior experience in a health care or academic setting
Physical Requirements:
  • Standing, sitting, manual dexterity, ability to move between offices and floors of buildings
  • Ability to meet deadlines and perform well under pressure
  • Ability to be physically in attendance at designated worksite during scheduled work hours
  • Normal range of vision and hearing (with or without correction)
  • Ability to lift up to 5-10 lbs

Apply: Please attach a cover letter and a curriculum vitae/resume. Finalist candidate(s) for this position will be subject to reference checks and a pre-employment background check as a condition of employment.

Applicants must be authorized to work for any employer in the U.S. MCPHS is unable to sponsor, or take over sponsorship of an employment Visa. MCPHS is also not an E-Verify institution.

About Us

Established in 1823, Massachusetts College of Pharmacy and Health Sciences (MCPHS) is the oldest institution of higher education in Boston, a city that is home to many of the world's top universities and healthcare institutions. We are one of the largest and most highly-ranked schools for health- and life-sciences, and our alumni and faculty continually distinguish themselves in healthcare settings around the globe. MCPHS has more than 7000 students across campuses in Boston's Longwood Medical and Academic Area (LMA), downtown Worcester, MA and downtown Manchester, NH. Our vision is to empower our Community to create a healthier, more equitable world, which we strive to achieve through our strategic priorities of collaboration, inclusion, success, sustainability, planning, and support.

We offer competitive salaries and excellent benefits that include a substantial contribution toward the cost of medical, vision, and dental insurance, generous time off, retirement and pension plans, and flexible work arrangements to support work/life balance for our employees while supporting the MCPHS strategic plan.

MCPHS is an Equal Opportunity Employer that celebrates a diverse community. All qualified applicants will receive consideration for employment without regard to any characteristic protected by law.

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