What are the responsibilities and job description for the Administrative Assistant, Medical Sciences position at High Point University?
High Point University is currently seeking a full-time, Administrative Assistant in the department of Medical Sciences. This position will effectively manage the operational activities of the Department of Medical Sciences.
For more information regarding this position, please contact Dr. Linda Sekhon, Founding Chair of the Department of Medical Sciences and Professor of Medical Sciences and Professor of Physician Assistant Studies at lsekhon@highpoint.edu.
QUALIFICATIONS : Education
Required : Associate degreeAdministrative Assistance or related experience (preferred minimum of three years)
PreferredBachelor’s degree with coursework in business administration, secretarial science, or a related fieldPrior related experience in higher education
Experience and Training
Prior related experience in higher education
Budget management
Development of Marketing Materials and Brochures
Training and / or experience in the development and use of survey tools (e.g., Survey Monkey, Qualtrics)
Excellent written and verbal communications skills with strong interpersonal and customer service skills
Strong organization and planning skills with attention to detail
Ability to work independently on confidential and responsible assignments with excellent time management skills
Proficiency in PC computer skills to include MSWord, Excel, Access, PowerPoint, and Datatel, Adobe Sign
Manage calendars, files, and databases
Documentation : Drafting reports, memos, and other documents
Ability to research, compile and analyze data and develop meaningful reports and recommendations
Onboarding : Integrating new hires into the department
Familiarity with online communication platforms include Google Drive, TEAMS, WebEx, Zoom, Skype,
Familiarity with similar administrative positions in other HPU Departments and willing to contribute actively to the Mission of the Department, School, and University
ESSENTIAL FUNCTIONS :
Assist with operations as directed by the Department Chair and acts as a liaison to departmental programs, faculty, and staff
Assists with budgeting and expenditures
Acts as department point person for department space and maintains inventory of supplies and orders additional supplies as needed
Acts as department point person for tracking course syllabi and adjunct faculty contracts
Responsible for the development and maintenance of Department of Medical Science marketing and provides oversight and direction regarding program information brochures, advertisement materials, and program websites as requested by the Department Chair
Orders, distributes, and processes assessment instruments, such as standardized surveys for students and alumni; collaborates in the development of internal survey instruments as requested by the Department Chair
Event Planning : Making arrangements for Department of Medical Science events, including invitations, programs, personalized awards, audio / visual presentation, food, photographing event and follow-up public relations
Inputs class related information in Datatel and analyzes and develops reports as needed for Department of Medical Science programs as needed by Department Chair
Compiles textbook requirements from all faculty and adjuncts, coordinates book orders with faculty and bookstore
Supervises student workers, including disciplining, scheduling, training, assigning work and ensuring completion of assigned responsibilities
Assists the Director of Biomedical Sciences with the following with approval from the Department ChairCompiling information on course syllabi and faculty office hours as requestedServes as first point of contact for classroom technology issues; troubleshoots problemsEnters, organizes, and tracks capstone placement requests in the database in collaboration with the Director of Biomedical SciencesCommunicates with appropriate staff in the School of Health Sciences to add new affiliation agreements once formalizedMaintains a tracking system to ensure capstone placement requests are finalized, in a timely manner, by completing follow-up calls to Faculty / PreceptorsCreates, maintains, and updates electronic databases for documents and mailingPrepares correspondence, of a confidential nature, as directed
Attends and records minutes for scheduled department meetings and program meetings as needed
Performs other duties as assigned
ACCOUNTABILITY :
This position reports to the Chair of the Department of Medical Sciences in the Congdon School of Health Sciences.
Collaborates with the Chair in the marketing, management, and operations of the Department of Medical Sciences.
May be responsible for coordinating work assignments for Student Employee(s).
Works under general supervision.
Work requires contact with departmental and University staff, students, and general public.
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