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This position is covered by the UHP Bargaining Unit; click here to review the current UHP Contract.
This position is in salary group UHP-04; click here to review the current UHP Pay Plan
UConn Health
Excellence, Teamwork, Leadership, and Innovation. These values define UConn Health. We are looking for team members that share these same values. Our top-rated organization is looking to add a full-time Administrative Program Assistant II to join the Curricular Affairs Department at UConn Health located in Farmington, CT.
PURPOSE OF CLASS:
At the UCHC, this class is accountable for independently providing responsible administrative support, and/or significant program support for an academic/clinical/administrative department or program.
This position will be responsible for providing administrative oversight within the offices of Undergraduate Medical Education's Curricular Affairs office, with a focus on program support for medical student activities throughout the curriculum. Key customers include the Associate Director for Clinical Curricular Affairs, Assistant Dean for Clinical Education, faculty, departmental staff, senior staff managers, outside Medical Education constituents, and students.
Responsible for:
- Working with Associate Director of Clinical Curricular Affairs to add Stage 1 courses to student schedules.
- Sending regular email reminders to coordinators for clinical courses about upcoming student placements. Coordinating student information in relevant software systems.
- Assisting with ongoing updates to course catalog.
- Assisting with entering enrollment information into software databases.
- Sending routine communications to students, faculty, and programs.
- Tracking affiliation agreements and contracts.
- Tracking and entering grades.
- Supporting logistics for Stages 2/3 Operational Committee Monthly meeting, including sending reminder emails, attending meetings and composing minutes, updating student guidebook, and assisting adding new student members.
EXAMPLES OF DUTIES:
TYPING: Using a typewriter, word processor, or other automated equipment, formats and types a full range of correspondence, reports, bills, drafts, etc., from rough draft, transcription, dictated notes, etc. Proofreads for content. Edits using knowledge of grammar, punctuation and spelling. In typing grants must be able to write application from notes, determining appropriate information and format.
FILING: Organizes and maintains a complex filing system to support a program/department, including fiscal, personnel and other records. Compiles and maintains a collection of resource materials and program information.
CORRESPONDENCE: Composes complex letters, memos, etc. for manager's signature.
REPORT WRITING: Assembles data, writes and/or edits reports, requiring knowledge of subject area. Uses complex spreadsheet programs.
INTERPERSONAL: Acts for and represents supervisor to other University offices, the public or outside agencies. Coordinates a variety of non-routine matters. Confers with and assists supervisor in the performance of administrative and program activities. Acts as resource person for department/program.
OFFICE MANAGEMENT: Coordinates administrative details for an office/department; directs the workflow and may perform administrative support for program staff. Assists in the preparation of budgets, monitors expenditures and may make decisions regarding routine budget matters. Arranges and coordinates meetings and functions, to include space and equipment. Maintains an inventory of supplies and equipment and purchases items when necessary. Makes travel arrangements.
Performs related duties as required.
MINIMUM QUALIFICATIONS REQUIRED
KNOWLEDGE, SKILL AND ABILITY:
- Considerable knowledge of office systems and procedures.
- Considerable knowledge of proper grammar, punctuation, and spelling.
- Knowledge of business communication.
- Knowledge of the unit's policies and procedures.
- Knowledge of business math.
- Oral and written communication skills.
- Interpersonal skills.
- Ability to schedule and prioritize office workflow.
- Ability to operate office equipment to include word processors, computer terminals and ability to use complex computer programs.
EXPERIENCE AND TRAINING
GENERAL EXPERIENCE:
Three (3) years of experience above the routine clerk level in office support or secretarial work.
Substitutions Allowed:
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience.
Preferred Experience:
- Experience with learning management software systems, such as Blackboard and/or OASIS.
- Relevant experience in higher education working with degree programs.
- A minimum of intermediate level skillset in Excel for report creation, formatting, and presentation of data.
SCHEDULE:
40 hours per week, Monday-Friday, 8:00am-4:30pm.
Why UConn Health
UConn Health is a vibrant, integrated academic medical center that is entering an era of unprecedented growth in all three areas of its mission: academics, research, and clinical care. A commitment to human health and well-being has been of utmost importance to UConn Health since the founding of the University of Connecticut schools of Medicine and Dental Medicine in 1961. Based on a strong foundation of groundbreaking research, first-rate education, and quality clinical care, we have expanded our medical missions over the decades. In just over 50 years, UConn Health has evolved to encompass more research endeavors, to provide more ways to access our superior care, and to innovate both practical medicine and our methods of educating the practitioners of tomorrow.
