Administrative Assistant for Academic Success/Assessment

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Position Description

Noorda College of Osteopathic Medicine

Job Title: Administrative Assistant for Academic Success/Assessment

Schedule: Full-time; Salary Exempt

Location: On-Site in Provo, Utah

Pay: Salary DOE; Full Benefit Options Available

JOB SUMMARY

The Administrative Assistant for Academic Success/Assessment performs a variety of administrative, clerical, and confidential tasks to support the overall operations of the Office of Academic Success. Prepares correspondence, reports, and other documentation, maintains departmental records and files, assists with exam proctoring, refers students to appropriate COM personnel. The Administrative Assistant for Academic Success/Assessment will need the ability to work under minimal supervision and have strong problem-solving skills. This position routinely handles highly sensitive and/or confidential information and will have contact with students and other department representatives.

RESPONSIBILITIES

Office Management

• Oversee the day-to-day operations of the Office of Academic Success, ensuring efficiency and professionalism.
• First point of contact for all visitors and callers for the Office of Academic Success.
• Manage room reservations for the Academic Success team and shared conference room space.
• Maintain office supplies and equipment; coordinate with facilities and IT to manage any needs of the office or to prepare for in-person or virtual meetings.
• Maintain a professional, secure, and welcoming greeting area in Academic Success.
• Maintain Academic Success breakroom/conference room, storage closet, and print/copy area with the Administrative Coordinator for Academic Affairs.
• Serve as a liaison to other college administrative offices.

Assist the Director of Academic Success

• Assist with planning and executing special projects, events, and initiatives led by the Director of Academic Success.
• Assist with scheduling meetings, taking notes, and distributing action items when requested.
• Assist students with questions or concerns. Make referrals to internal resources. Update appropriate staff/faculty about student needs. Document outcomes of student requests.
• Identify students in crisis and obtain timely referrals or resources.
• Provide project management for updating the Academic Success handbook, the Peer Tutoring handbook, the Facilitation handbook, etc. Manage collection of relevant changes, document updates to the documents, assist with design and publication. Coordinate with stakeholders across campus in the handbook revision cycle.
• Assist with peer tutoring onboarding.
• Assist with management of Academic Communities and Academic Coaching – schedule meetings, provide administrative support.
• Provide support for orientation activities.
• Prepare and organize meeting agendas, materials, and minutes; follow up on action items.
• Screen and prioritize incoming communications, including emails, and correspondence with the intent to protect the Director of Academic Success’ time and allow for maximum efficiency.
• Handle confidential and sensitive information with discretion.
• Other duties as assigned.

Assist the Assessment Team

• In collaboration with the Assessment Manager, organize and proctor quizzes and exams for COM students including students with accommodations.
• Assist the Assessment Manager with scheduling exams, room reservations, etc.
• Other duties as assigned.

QUALIFICATIONS

Education and Certification

• BSc/BA in Social Work, Sociology, Psychology, Business Administration or related field.

Experience

• Proven experience as an administrative assistant.
• Strong IT skills and experience with student information systems.
• Strong ability in using MS Office (MS Word, MS Excel, MS PowerPoint, etc.).

Skills & Abilities

• Demonstrable experience working with professional students.
• Ability to manage and track budget expenditures – including ability to produce on-demand reports, manage accounts payable for department, and follow up with contractor/vendor/students.
• Outstanding communication and interpersonal skills.
• Ability to handle data with confidentiality and excellent attention to detail.
• Good organizational and time management skills.
• Good initiative and able to work with minimum supervision.
• Able to multitask and manage competing priorities.
• Confident and proactive in liaising with people at all levels and working as part of a team.

Must be:

• Able to maintain a high level of confidentiality.
• Self-confident, strong leader, skilled decision-maker with ability to lead by influence and effectively communicate with various constituencies across the college.
• Exceptional at written, oral presentation, and listening skills.
• Able to work independently yet is an effective participant in cross-functional teams.
• Self-motivated, self-disciplined, have a strong work ethic and capable of establishing priorities in an executive setting.
• Flexible and able to adapt to changing priorities and effectively handle frequent interruptions.
• Innovative, resourceful, detailed oriented, with excellent follow through skills.
• Capable of balancing multiple projects in stressful situations while meeting deadlines, achieving desired results, and maintaining positive relations while understanding the importance of confidentiality of data and information.