Statewide Campus Administrative Assistant
Regional Statewide Campus - Central West Region (Parkersburg, WV)
The West Virginia School of Osteopathic Medicine (WVSOM) seeks qualified candidates for an administrative assistant to assist with the third and fourth year curriculum at a top ranked osteopathic medical school. Reporting to the Regional Director, the Statewide Campus Administrative Assistant shall perform a variety of complex secretarial and administrative support duties for the Statewide Campus (SWC) Regional Assistant Dean and Regional Director in order to achieve the successful operation of the SWC.
General duties include:
- Plans, initiates, and executes to completion all administrative functions for the SWC regional office, including expenditures, office purchases, budget preparation and monitoring, reconcile charges, coordinate meetings and activities, proofread and edit materials for dissemination, data entry, reporting, schedule travel and complete all reimbursement forms, and all other office management for the region.
- Coordinates monthly Education Days for third- and fourth-year students and provide information to students and presenters as needed.
- Proctors exams as required.
- Coordinates third year orientation and assists with scheduling of medical school rotations.
- Participates in training and professional development sessions to enhance job performance with funding provided by WVSOM.
- Determines required hospital orientation documents for each student; tracks completion; and forwarding to appropriate contact persons.
- Records student grades regularly.
- Advises, requests, secures and processes student rotation requests on a daily basis and completes all the necessary paperwork.
- Maintains and provides documents to students and/or site coordinators for clinical rotation applications. Would also track completion of required documents/activities, such as background checks, drug screens, mask fit testing, flu shots, etc.
- Responsible for preparing Pay Affiliation Agreements for preceptors.
- Creates invoices monthly and submits to accounting to ensure preceptors are paid promptly for rotations.
- Submits CME for D.O. preceptors on a semiannual basis.
- Perform other related duties as assigned and directed.
Knowledge, Skills and Abilities
- Excellent oral and written communication skills required for contact with individuals within and outside WVSOM to include medical students, hospital and university executives, physicians, residency program directors and coordinators, hospital staff, and medical office staff.
- Ability to interact in a positive manner with co-workers, students, staff, faculty, and to maintain professional demeanor in the office environment.
- Capable of providing administrative supervision and guidance to medical students regarding administrative issues, due dates, and deadlines.
- Ability to set, coordinate, plan schedules, work independently, collect, organize, and analyze information in a logical and efficient manner
- Excellent organizational skills and a thorough knowledge of general office methods, procedures, practices and protocols.
- Ability to take action to implement solutions without the need for continual guidance.
- Demonstrated ability to apply solid judgment, coordinate, and prioritize a variety of complex administrative tasks, determine relative importance of each, set and meet deadlines, and complete projects in a timely manner.
- Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including Microsoft Word, Excel, PowerPoint, Publisher, and database management. Must be able to navigate and retrieve information from the internet. Banner experience preferred.
- Working knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
- Good knowledge of principles and practices of fiscal record keeping and transaction processing skills.
- Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
- Ability to maintain attendance and punctuality standards.
- Ability to recognize and maintain confidentiality of sensitive information.
- Ability to reason logically and analyze and solve problems.
- Ability to work in an environment frequently interrupted by phone calls, emails, students, faculty staff, and walk-in visitors.
- Have the willingness to travel as needed.
Education and Experience: An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.
- Successful candidate will have a Bachelor’s Degree
- Customer service experience; Over 1 up to 2 Years
- Office Management or administrative support experience; Over 1 up to 2 Years
- Computer Software Experience (MS Office); Over 1 up to 2 Years
This is a full-time position exempt from FLSA regulations concerning overtime; minimum base salary is $30,000 though negotiable with education and experience, plus an excellent fringe benefit package, which includes paid time off, state health insurance, dental, vision, FSA, etc. Applications will accepted until the position is filled. Final candidates are subject to employment and credential verification, reference and background checks. All applications are considered confidential.
West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.
Job Type: Full-time
Pay: From $30,000.00 per year
Location/Region: Camden Clark Region