What are the responsibilities and job description for the Office Services Associate II - Department of Undergraduate Medical Education position at Wayne State University?

Office Services Associate II - Department of Undergraduate Medical Education

Wayne State University is searching for an experienced Office Services Associate II - Department of Undergraduate Medical Education at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

Position Purpose:

Perform a variety of routine clerical and general office duties in an assigned academic or administrative unit in a School, College, Division or Center/Institute of the University.

Essential Job Functions:

Compile, calculate and provide reports, statements or information regarding the personnel or activities of an assigned unit, e.g. summary of travel expenses, status reports of program applicants and academic examination score reports.

Provide typing duties of a standard and non-standard nature in support of an assigned unit of the University. Compose straight forward correspondence, type grants and manuscripts as well as routine University forms.

Perform receptionist duties to ensure messages and correspondence are relayed in a timely and accurate manner. Receive, direct and screen calls; take messages.

Perform basic bookkeeping duties requiring the use of the Financial Accounting System (FAS), internal billing systems or the General Billing System (GBS). Prepare and process billings; track requisitions and expenditures; receive and post payments.

Perform scheduling duties as required by assigned unit. Schedule meetings and appointments, make travel arrangements and reserve classrooms and media equipment to assist with the punctual and efficient operation of events, seminars and courses.

Maintain, modify and update the record of an assigned unit. Retrieve and compile information and purge files in order to provide current and accurate data.

Monitor and keep inventory of office supplies and forms and place orders as needed to maintain appropriate supply levels.

Prepare and process time reports and payroll actions. Review and correct time-sheets and exception reports to assist with the accurate and timely payment of University personnel.

Provide functional supervision to clerical support personnel. Assign and review work. Train in appropriate methods and procedures.

Perform related work as assigned.

Unique duties:

Set up and operate testing software and equipment during exam sessions. Proctor exams, ensuring a smooth and secure testing environment. Work a varying schedule based on testing needs. Clean and maintain testing boards and equipment before and after exam sessions. Set up and tear down testing equipment as needed. Utilize ExamSoft and NBME software (training provided). Perform data entry tasks and assist with other administrative duties as needed. Handle sensitive and confidential information and documents securely and responsibly. Follow all established protocols to ensure the integrity of the testing process.

Qualifications:

High school graduate with some progressive clerical or secretarial experience or an equivalent combination of education and/or experience.

Ability to operate standard office equipment including word processor, personal computer and software needed for storing, retrieving, formatting and integrating data.

Experience providing functional supervision or work leadership desired.

Good organizational skills.

Ability to communicate effectively with others.

Ability to perform basic bookkeeping duties.

Ability to type with speed and accuracy, including medical, legal or bilingual terminology.

May be required to use transcription skills.

Typically, incumbents have held lower level clerical and/or secretarial positions.

Preferred qualifications:

Moderately proficient in Microsoft Word, Excel, and PowerPoint. Strong organizational skills and attention to detail. Punctual and reliable. Experience with administrative tasks, data entry, and familiarity with basic office software.

School/College/Division:

H06 - School of Medicine

Primary department:

H0671 - Undergraduate Medical Education

Employment type:

Regular Employee
Job type: Fractional Time
Job category: Staff/Administrative

Funding/salary information:

Compensation type: Annual Salary
Hourly rate:
Salary minimum: 16,003
Salary hire maximum: 19,202

Working conditions:

Wayne State University is a premier, urban research university located in the heart of Detroit where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities preparing students for success in a diverse, global society. WSU encourages applications from women, people of color, and other underrepresented people. Wayne State University is an affirmative action/equal opportunity employer.

Job openings:

Number of openings: 2
Reposted position: No
Reposted reason: None (New Requisition)
Prior posting/requisition number:

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.

Equal employment opportunity statement:

Wayne State University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. The university encourages applications from women, people of color and other underrepresented people. Wayne State is an affirmative action/equal opportunity employer.

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Office Services Associate II - Department of Undergraduate Medical Education

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