Address
Form of work- $35,200+ yearly, Non-Exempt (Eligible for overtime)
- 40 hrs/+ hours per week
- 100% Remote Work Availability: No
- Hybrid Work Availability: Yes
Schedule is Monday - Friday 8am to 4:30pm. Once fully trained a hybrid schedule can be agreed upon based on policy.
Purpose of PositionThis purpose of this position is to provide high-level secretarial assistance to the Associate Dean for Clinical Medical Education, which includes performing skilled administrative and general secretarial work, calendar management, data records, serving as the primary phone and in-person contact, drafting correspondence, assisting faculty or support staff, filing and records management, travel and billing assistance, and other clerical responsibilities.
Duties & ResponsibilitiesProvide administrative support to Associate Dean and department- Provide administrative support to Associate Dean and department
- Keep track of department, college and university deadlines that relate to the M.D. program and help ensure they are met
- Assist with major reports, annual audits and review of curriculum including ongoing LCME accreditation-related activities.
- File documents in accordance with the SMHS Records and Information Management policy and processes
- Maintain the electronic and versatile filing systems (assist with the maintenance of permanent records of all annual reports and important documents).
- Retrieve and review incoming mail and correspondence; respond as necessary and appropriate
- Draft correspondence
- Compile data as appropriate and prepare reports
- Act as a liaison with other departments and partners
- Complete travel arrangements and reimbursements
- Assist with coordination of special events on and off-campus as needed
- Process invoices as needed
- Order supplies
- Receive phone calls and visitors to the department office, including students, faculty, and individuals from across campus and the community.
- Direct calls and visitors to the appropriate faculty or staff member for action.
- Maintain confidentiality
- Must be aware of HIPPA/FERPA policies and follow at all times and all other UND/SMHS Policies
Coordinate Affiliation Agreements and other projects
- Act as a liaison, communicate with stakeholders, execute, follow-up, and file affiliation agreements
- Conduct medical student elective and course mapping for Phases 2 and 3
- Conduct MN Background checks as needed for the medical students
- Review, track and follow up on student monitoring items (for example: duty hours compliance, availability of secure storage, HIPAA, Residents as Teachers time)
- Download compiled course evaluations and send to clinical departments and course directors each trimester
- Update the Peer to Peer feedback for Phases of electives/acting internships and upload to the webpage. This includes management of the feedback database and managing the access groups for the web. Complete in the fall and end of academic year.
- Assist with proctoring Phase 1-3 NBME exams
- Backup for step prep and interprofessional 2 management
- Other projects as assigned
Provide administrative support for meetings and events
- Schedule, take meeting minutes, create agenda, send communication/announcements, monitor action items/ensure the necessary follow up
- Maintain the electronic and versatile filing systems for all curriculum committee related records held by the Associate Dean for Clinical Medical Education (assist with the maintenance of permanent records of all annual reports and important documents).
- Coordinate and manage the calendar of the Associate Dean for Clinical Medical Education and schedule other meetings and appointments
- Excellent interpersonal, verbal, and written communication skills
- Ability to create, edit and disseminate clear and concise communications
- Ability to multitask and prioritize personal workload, while meeting deadlines in a timely manner
- Ability to remain focused and detail-oriented with frequent distractions
- Ability to be self-directed and work both independently and as a member of a team
- Ability to assist and direct faculty, staff and students in a professional, courteous, and empathetic manner
- Demonstrated willingness to learn new programs
- Dependability
- High School Diploma or GED
- Three years of experience in an administrative support position in an academic or business setting
- Demonstrated proficiency in Microsoft office software (Word, Excel, PowerPoint)
- Satisfactory criminal history background check
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.
Preferred Qualifications
- Experience in calendar management
- Experience transcribing meeting minutes
- Experience with NDUS, UND, and/or SMHS Policies
- Experience with the functionality of the medical curriculum at the SMHS
