Administrative Assistant II - Internal Only

This position is open to internal candidates only. External candidates will not be reviewed or screened.

Salary/Position Classification

• $40,300+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

This position serves as the Administrative Assistant support for SMHS Office of Innovation, which includes support for faculty development in teaching and education scholarship activities across the SMHS under the guidance of the Associate Dean for Teaching and Learning. This work includes performing skilled administrative and general secretarial work, including serving as the primary phone and in-person contact for OLI, facilitating meetings, tracking projects, managing budget (travel, grants, supplies), inventory management, and maintaining the unit’s Website, and supporting interprofessional programming.

Duties & Responsibilities

Provide administrative support for interprofessional education

• Document and maintain records of meetings with faculty and administration on IPC badging program design and updates.
• Facilitate meetings with SMHS programs and units regarding implementation and modification of IPC across the school.
• Respond to student inquiries and refer to Director of Interprofessional Education.
• Assist Director of Interprofessional Education with annual audits of curriculum and IPC special projects.
• Support Assistant Director of Interprofessional Education and Curriculum Database Manager by enrolling students in IPHC in Phase 1 and corresponding sections of the course.
• Coordinate with Assistant Director of Interprofessional Education and Curriculum Database Manager in creating IPE elective course(s) in the learning management system, enrolling students, and tracking and reporting grades.
• Support IPE Assistant Director of Interprofessional Education by managing IPHC Blackboard upkeep and course preparation.
• Schedule, collate, and report course and facilitator evaluations for IPHC and IPE electives.
• Support Assistant Director of Interprofessional Education with messaging to facilitators and medical students for IPHC sessions.
• Request progress reports from Curriculum Database Manager regarding MD student completion of required quiz and completions of each IPHC course section and send annual report to Office of Student Affairs and Admissions and Associate Dean for Medical Curriculum for reporting in the Medical Student Performance Evaluation (MSPE) letters.
• Monitor and support Anthology Milestone badging platform for interprofessional collaboration (IPC) badges/microcredentialing, including tracking and enrollment in badge program and referring assessment needs to Director of IPC.
• Assist Director of Interprofessional Education with messaging to students enrolled in the IPC badging programs. 

Administrative Support for Office of Learning Innovation

• Schedule and attend Office of Learning Innovation meetings (set schedule and see that the department is notified). Monitor any action to be taken from the discussion and provide the necessary follow-up.
• Support the Associate Dean for Teaching and Learning by screening telephone calls and correspondence, supplying information as requested by phone or e-mail, screening incoming mail, providing requested information and/or making the necessary referrals.
• Assist Associate Dean for Teaching and Learning as needed for non-IPC badge programs.
• Maintain a master calendar for the Office of Learning Innovation, including scheduling meetings.
• Compose and manage correspondence regarding faculty and office-related matters upon request of supervisors. Assist with completion of grants and documents to meet deadlines.
• Assist staff and faculty with travel arrangements and payments.
• Conduct annual and ongoing key inventory and monitoring and ordering of Office of Learning Innovation equipment, property, and supplies, including the Media Recording Studio and Design Collaboratory. 

General Office Duties

• Serve as first point of contact for the Office of Learning Innovation by supplying information as requested by phone or e-mail, screening incoming mail and providing requested information and/or making the necessary referrals.
• Monitor grant expenditure(s), reimbursements, and reporting for Office of Learning Innovation personnel.
• Manage payroll, vacation, and paid time-off for non-benefited staff.
• Prepare and route documentation for signature via DocuSign or Adobe Digital Signature.
• Manage p-card purchases and reimbursement for faculty and staff.
• Generate annual budget reports as required by Administration & Finance office.
• Attend Office of Innovation budget meetings with the department of Administration & Finance. 

Required Competencies

• Demonstrated willingness to learn new programs.
• Demonstrated proficiency with PC and/or Mac Computers.
• Demonstrated proficiency with Microsoft Office (Word, Excel and Outlook) software.
• 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 courteous and empathetic manner.

Minimum Requirements

• Associate’s degree in education, health/science, business/office administration.
• Three years of related experience in an academic or business setting.
• Successful completion of a 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

• Bachelor’s degree.
• Experience with working with accounts payable functions.
• Experience with learning/academic technologies such as Blackboard, calendaring, SharePoint, OneDrive

To Apply