Sr. Administrative Assistant- IL- Clinical Education, CCOM

SUMMARY:

The Sr. Administrative Assistant will provide support for the activities in the Clinical Education Department. This position reports to the Clinical Education Support Manager with the Chicago College of Osteopathic Medicine (CCOM).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist with student rotation orientations/didactics/ labs by preparing any and all necessary documentation room assignments attendance and campus access.
• Assist with rotation paperwork submissions.
• Maintain evaluation data for preceptors didactics and labs.
• Perform RMS data entry including but not limited to rotation information student evaluations preceptor information and evaluations.
• Assist with the maintenance of student files including but not limited to final grade entry filing and assist with the compliance of required paperwork.
• Order office supplies books and any other necessary materials to keep the student rotations running smoothly.
• Process LOAs check requests and CARS IDs for all lecturers/preceptors and provide support for use of MWU resources by lecturers/preceptors to ensure all lecturers/preceptors will continue to take students.
• Assist with the processing of affiliation agreements.
• Assist in clinical clerkship orientation process preparing documents for distribution to prepare students for clinical rotations.
• Faculty annual credentialing and tracking by department including credentials appointment status research and possible adverse action.
• Coordinate the cumulative COMLEX score graphic representations.
• Handle filing copying ordering phone inquiries processing invoices obtaining articles for faculty.
• Maintain ongoing documentation for new accreditation requirements.
• Update webpages as required for accreditation (over 100 webpages are to be managed).
• Scan and shred paper documents in compliance with records retention policy.
• Take minutes of all required meetings and maintain documentation resource.
• Support any and all activities of the Clinical Education department.
• Perform other duties as assigned by the Clinical Education Support Manager.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

High School diploma or GED required. 35 years of previous administrative support experience required. Bachelors degree from a four year college or university desired. Requires excellent interpersonal communication skills written and verbal. Must be well organized and excellent at multitasking. Must be able to handle stress well. Must be able to read analyze and interpret documents. Must be able to respond professionally to the most sensitive inquiries or complaints.

COMPUTER SKILLS

Computer proficiency in MS Office (Word Excel PowerPoint Outlook) and Windows.

LANGUAGE SKILLS

Intermediate Skills: Ability to read and interpret documents such as safety rules operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of c customers or employees of organization.

REASONING ABILITY

Intermediate Skills: Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

MATHEMATICAL SKILLS

Intermediate Skills: Ability to calculate figures and amounts such as discounts interests commissions and proportions percentages area circumference and volume. Ability to apply concepts of basic algebra and geometry.

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 regularly required to stand; walk; sit; use hands to finger handle or feel; and talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop kneel crouch or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision distance vision ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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 notforprofit organization that provides graduate and postgraduate education in the health sciences. The University has two campuses one in Downers Grove Illinois and the other in Glendale Arizona. More than 6000 fulltime 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 fulltime 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 holidays 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 onsite 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 SmokeFree Arizona Act (A.R.S. 36601.01) and the SmokeFree Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

Required Experience:

Senior IC