Description
Summary
The Administrative Coordinator will provide general administrative and office support for the Director and faculty/staff within the department. The position reports to the Director of the Cardiovascular Science Program.
Essential Duties and Responsibilities
- Provide general administrative assistance for the department to include data entry of clinical rotations, typing of letters, memos and reports, meeting notes
- Maintain Program Director, Department & student schedules, create and maintain Canvas quarterly schedule
- Schedule and book travel for Program Director
- Compile and enter expenses approval forms. Enter expense reports submission to Concur. Submit registration for Faculty conferences
- EMS reservations and quarterly Block Schedule submission
- Update and maintain Faculty Workload file reporting to Dean
- Compile data for annual preceptor certificates
- Attend ARC meetings, take notes and send letters, maintain files for ARC and P&G meetings
- Update and maintain excel files for clinical affiliate sites and preceptors
- Organize accreditation forms and maintain files to compile in Annual Report
- Update and maintain office and student files e.g. grades, forms, records of correspondence
- Exams submission weekly tracking and reporting to Testing Center
- Submit PO's and Check Requests
- Order Office supplies
- Credentialing forms for graduates
- Proctor Exams
- Review internal and external communications and documents, submit alumni licensing paperwork
- Answer/screen/route telephone calls, talk to prospective applicants and arrange TEAMS meetings
- Greet and assist visitors and students when they enter the department
- Copy, sort and distribute departmental mail
- Plan and manage department meetings, Orientation and Graduation program events
- Correspondence, ordering, and forms submission/tracking for catered events
- Assist with additional projects and events as necessary
- This position involves interfacing with confidential information and individual must be discreet in dealing with the information or dealing with information that may be acquired from other CVSP members
- This individual may be required to assist Laboratory Coordinator in performing some tasks
- This individual may be required to assist Clinical Education Coordinator in performing some tasks
- Other duties may be assigned
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED and at least 5-7 years administrative support experience in an office or educational setting required. Experience working in a team and customer service oriented environment. Excellent written and verbal communication skills.
Computer Skills
Computer proficiency in MS Office (Word, Excel, Outlook).
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.
We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday's, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.