What are the responsibilities and job description for the Administrative Assistant to the Associate Dean of Clinical Medicine position at Arkansas Colleges of Health Education (ACHE)?
Administrative Assistant to the Associate Dean of Clinical Medicine
JOB SUMMARY
The Assistant to the Associate Dean for Clinical Medicine will advance the mission in part by providing a wide variety of administrative and operational support across the Department of Clinical Medicine with primary support to the Associate Dean of Clinical Medicine.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Facilitate communication among the Associate Dean, the Chair of Primary Care and the faculty, administrators, staff, students and outside contacts on a daily basis to promote effective working relationships.
- Coordinate the professional schedules of the Associate Dean and Clinical Medicine Department including travel arrangements and expense reports.
- Assist the Associate Dean of Clinical Medicine and the Clinical Medicine Department with preparation of communications, presentations, budget, accreditation, operational and strategic planning documents.
- Manage the day-to-day operations of the Office of Clinical Medicine including screening of phone calls, responding to emails, opening and distribution of mail as requested, the greeting of visitors while using good judgment to determine those requiring priority attentions.
- Act as a resource for and assist departmental faculty with administrative tasks as needed to include coordination of travel, travel request forms, and accommodations.
- Assume responsibility for the development and administration of specific projects as assigned.
- Records, distributes, and maintains minutes for meetings and committees as directed by the Associate Dean for Clinical Medicine and coordinated with the office of the Dean.
- Participate on college committees and provide feedback to ensure that ACHE’s core values are met with an emphasis on continued improvement.
- Demonstrate an ability to work as a group leader and group member; team player.
- Demonstrate and role model an ongoing ability to work cooperatively with colleagues, faculty, supervisors and support staff.
- Other duties as assigned.
QUALIFICATIONS AND CREDENTIALS
Education and Experience
Minimum Qualifications
- High School Diploma
- Two years (2) experience as Administrative Assistant or related support role; in lieu of Administrative Assistant experience, applicants with a Bachelor’s degree will be considered
- Must have advanced computer skills with ability to learn new software applicable to higher education
Preferred Qualifications
- Bachelor’s degree
- Three years (3) experience as Administrative Assistant
- Experience at an accredited university, health professions college or medical school
- Proficient in software applications applicable to higher education
Required knowledge, skills, and abilities
- Display professionalism for the college in all communication and interaction.
- Ability to maintain confidentiality and privacy.
- Ability to prioritize and organize numerous and varied assignments.
- High-energy, versatile, self-directed.
ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB
Communication and Comprehension
ACHE is in full compliance with American with Disabilities Act (ADA) and does not discriminate with regard to applicants or employees with disabilities and will make reasonable accommodation when necessary. The following are essential abilities and physical requirements for all positions at the college.
- Ability to orally communicate effectively with others with strong interpersonal skills and customer service orientation.
- Ability to work cooperatively with colleagues and supervisory staffs at all levels.
- Ability to understand oral and written information, using the English language, and organize thoughts and ideas into effective forms of communication.
- Ability to make decisions which range from moderate to a significant impact on the immediate work environment, as well as outside contributors.
- Possess public communication skills that allow professional representation of ACHE to a variety of business and community customers and associates.
- Strong organizational skills.
Problem Solving
- Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature.
- Expertise in negotiation.
Physical and Sensory Abilities
- May be exposed to short, intermittent, and/or prolonged periods of sitting and/or standing in performance of job duties.
- May be required to accomplish job duties using various types of equipment/supplies to include, but not limited to pens, pencils, calculators, computer keyboards, telephone, etc.
- May be required to transport oneself to other campus offices, conference rooms, and on occasion, to off-campus sites to attend meetings, conferences, workshops, seminars, etc.
- May require significant travel or work away from campus.
- Requires attendance at events representing ACHE both within as well as outside of the college setting.
- Frequently required to work at a desk, conference table or in meetings of various configurations.
- Frequently required to see for purposes of reading matter.
- Frequently required to hear and understand speech at normal levels.
- Occasionally required to lift items in a normal office environment.
- Frequently required to operate office and presentation equipment.
If you need assistance in the application process because of a disability, or any other reason, please contact Vicki Broadaway, Vice President of Human Resources, at 479.308.2287 or vicki.broadaway@achehealth.edu.
Arkansas Colleges of Health Education is an equal opportunity employer.
