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Job Information

A.T. Still University SOMA - Administrative Assistant in Mesa, Arizona

Description

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.

  • Assist the ATSU-SOMA Operations team for monitoring the workflow of the pre-approval/approval/processing of expense and travel requests within the SOMA Operations email, Unimarket, and Chrome River.

  • 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.

  • ATSU-SOMA Faculty candidate interviews: coordinate travel, reserve rooms, schedule interviews and presentation, submit expenses.

  • 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 .

A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex (including pregnancy), gender, sexual orientation, gender identity, age, disability, or veteran status in admission or access to, or treatment or employment in its programs and activities.

Qualifications

Skills

Required

  • Communication: Intermediate

  • Interpersonal: Intermediate

  • Initiative: Intermediate

  • Organization Strategies: Intermediate

  • Team Player: Intermediate

Education

Required

  • High School or better

In demonstrating mutual respect for all members of the ATSU community, ATSU is an Equal Employment Opportunity (EEO). Meeting this mission requires serving together in mutual respect of one another’s functions and each person’s importance as an individual.

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