Office Assistant, Department of Medical Education and Clinical Science

Online applications must be received before 12:00am on:

September 11, 2024

If a date is not listed above, review the Applicant Instructions below for more details.

Available Title(s):

100I-YNCSNPS - Office Assistant 2

Business Title:

Office Assistant, Department of Medical Education and Clinical Science

Employee Type:

Classified

Position Details:

Summary of Duties:

Under general supervision, the position is responsible for independently performing a variety of confidential clerical projects and assignments, within established guidelines, to support activities within the Department of Medical Education and Clinical Sciences and the Elson. S. Floyd College of Medicine. These may include but are not limited to administrative support to executive leaders, scheduling meetings and events, calendar coordination, producing letters, forms, meeting materials and other documents requiring strong Microsoft Office skills; database entry, spreadsheet maintenance and responding to inquiries which require substantive knowledge of policies and procedures.

A courteous manner and a high-level of professionalism is required as this role frequently interacts with executive team leaders from the college, campus and university system, as well as, community and business leaders throughout the state.

This posting may be used to fill multiple positions.

Essential Job Functions:

50% Office Support:

• Respond to inquiries regarding services, policies and processes to internal and external constituents, both in person and via email.

• Maintain office supply inventory, including ordering and receiving office supplies, equipment, and other items as requested or required. Maintain accurate inventory data and generate inventory reports for the department.

• Assist faculty and staff, as necessary, in the operation of office machines. Request parking permits for department guests and special events.

• Copy, sort, and distribute documents as requested to faculty, staff, and other campus departments.

• Coordinate logistical details of travel for faculty and staff as assigned.

• Serve as back-up to the reception desk during breaks, meal periods and during leave as required.

45% Administrative Support:

• Maintain calendars and schedule appointments using Microsoft Outlook.

• Coordinate the use of the conference room(s).

• Assist in preparation of travel arrangements, spend authorizations and other fiscal related functions for the Department.

• Prepare meeting agendas, materials, handouts and minutes as needed. Attend meetings, document meeting notes and update relevant information as necessary.

• Prepare, review, and coordinate correspondence, presentations, and reports.

• Maintain and modify a variety of spreadsheets; perform data entry and prepare related reports as requested.

• Create, compose, and edit technical and/or administrative correspondence, documents, manuscripts, schedules, agendas, and meeting minutes using advanced word processing techniques.

• Serve as backup to create and maintain faculty Affiliate profiles in Campus Community and Workday as needed.

5% Other:

• Perform other related work as required.

Required Qualifications:

High School graduation or equivalent and one year of clerical experience; OR equivalent education/experience.

Additional Requirements: