Administrative Assistant - Foundational Biomedical Sciences Department

The Department of Foundational Biomedical Sciences at the College of Osteopathic Medicine Touro University California is seeking a detail-oriented organized and collaborative Administrative Assistant to provide administrative and curricular support to the department. This position supports the academic efforts of approximately 30 faculty members in a fast-paced medical school curriculum. The successful candidate is expected to be proficient in Microsoft Office applications (Word Excel PowerPoint) and in basic web-page management software applied to examination and curriculum preparation. Prior experience with educational software such as Canvas IF-AT Exam Testmaker and ExamSoft is highly desirable. Broad responsibilities include providing administrative support to the Course Coordinators Department Chair and faculty in the execution of the departments teaching service and scholarly activities and fulfilling department faculty requests from university service departments (see Specific Responsibilities). Other tasks include photocopying e-mail distributions scheduling room reservations; recording minutes of monthly department meetings proctoring student exams formatting team-based learning assignments and assisting with the management and entry of course curricular materials in learning management systems like Canvas. This position is an excellent opportunity for individuals interested in supporting health professions education and contributing to the training of future osteopathic physicians.

SPECIFIC RESPONSIBILITIES:

Represent the department by greeting students and visitors requesting department information or services and directing inquiries to appropriate personnel daily.

Assist with organization and implementation of events including student orientation White Coat Ceremony and Commencement Ceremony.

Prioritize and execute academic support tasks assigned by faculty including organization of course materials on the Canvas learning management system calendar management and assist with preparation and processing of course assessments

Fulfill requests from faculty to university service departments (Information Technology (IT) Purchasing Finance & Accounting Human Resources (HR) Facilities etc.)

Ensure department use of up-to-date administrative forms and documents.

Assist faculty in preparation and delivery of e-mails announcements and other correspondence to students administration and staff.

Take and distribute department meeting minutes.

Communicate with accommodated students about their exam schedules and proctor accommodated exams/assessments.

Arrange logistics for department meetings projects and curriculum events through EMS Lite service.

File photocopy distribute mail and scan paperwork as needed.

QUALIFICATION(S):

High school diploma or equivalent certification or job-related experience demonstrating the knowledge skills and duties required of the position.

Ability to type 50 WPM and to operate standard office equipment (desktop computer printers photocopiers fax scanner etc.).

Proficiency in the use of Microsoft Office applications (Word Excel PowerPoint) Proficiency in utilizing common communication technologies and services (email (Outlook) voicemail phone and video conferencing. etc.).

DESIRABLE STRENGTHS:

• Excellent verbal written communication and interpersonal skills.
• Ability to work effectively with TUC community members across all levels including students faculty staff and leadership.
• Ability to effectively respond to faculty and student requests in a prompt professional and respectful manner.
• Strong problem solving and organizational skills including but not limited to managing multiple assignments prioritizing tasks setting deadlines and initiating and completing projects on schedule without close supervision.
• Ability to adapt to new and emerging education technologies (e.g. ZOOM Yuja and video recording and editing.)
• Ability to learn new skills and willingness to accept a wide range of tasks that arise in relation to department activities.
• Ability to exercise sound judgment integrity and discretion when performing sensitive and confidential administrative duties or handling documents containing private or privileged information.
• Punctual and willing to be flexible with time when periods of concentrated curricular tasks occur or if administrative deadlines must be met.
• Strong sense of initiative dedication responsibility and willingness to take professional pride and ownership in the position.
• Interest in supporting health professions education and student-centered service.

WORK ENVIRONMENT

This role involves in-person responsibilities with some remote flexibility as determined by course needs.

May require occasional work outside business hours during assessment administration or campus events.