Administrative Assistant, Primary Care/Research

The Administrative Assistant is responsible for assisting with clerical, administrative, coordination, operations, and secretarial functions required for the effective operation of the TouroCOM Middletown Primary Care and Research departments

• Research Department
  • Facilitate communication between the Assistant Dean for Research, Administration, Faculty and Students
  • Record minutes and maintain compliance files of Research Committee and Biosafety Committee
  • Perform ordering of laboratory equipment and supplies for campus researchers and associated budget duties as directed
  • Assist Research Technician with receiving of lab deliveries and organization of campus research lab supplies/storage
  • Submit student conference travel reimbursement paperwork
  • Provide administrative support to the TouroCOM Middletown Research Incubator tenants
  • Prepare the semi-annual report to Touro University Environmental Health and Safety Department regarding chemicals in research laboratories
  • Maintain compliance files of research laboratories, including biosafety records and documents
  • Coordinate safety training of faculty investigators and students
  • Assist investigators in obtaining quotes for supplies and services
  • Direct the update of maintenance contracts for all lab equipment
  • Conduct and record weekly tests of eye-washing stations
  • Support the annual Research Day activities
  • Compile faculty and student publications and poster presentations
  • Learn Institutional Review Board procedures and policy to aid in research faculty successfully submitting IRB proposals
  • Perform other duties as assigned by the Assistant Dean for Research
• Primary Care Department
  
  • Assists with general correspondence, memoranda, and testing
  • Assists in administration of practical exams, labs and OSCEs
  • Assists with maintaining the departmental file and records including the departmental database
  • Assists with iClickers and ExamSoft
  • Assists with using the CAE/Learning Space system for OSCE administration
  • Assists with preparing classroom material and storing all equipment after use
  • Duplicates and distributes materials
  • Assists in coordinating student work and schedules
  • Updates course documentations and lab manuals
  • Assists in preparing student and faculty materials
  • Compiles weekly folders for Primary Care Department
  • Breaks down, organizes, and files materials from weekly Primary Care Department folders.
  • Assists in ordering of materials, maintaining records of transactions, requisitions, purchase orders
  • Obtains quotes from vendors
  • Records student grades and attendance in Excel document or other database.
  • Prepares for meetings, transcribes and distributes minutes
  • Composes and edits correspondence and other documents
  • Assists in processing personnel items
  • Assists in processing departmental timesheets and work process
  • Keeps all materials confidential as required by FERPA (school and departmental policy)
  • Assists in training other employees as appropriate
  • Other duties as assigned by Associate Chairs

Education/ Experience

• Associate in Arts preferred
• At least 3 years administrative experience

Knowledge/ Skills/ Abilities

• General administrative duties required
• Overall business acumen, ethical decision making, and relationship management skill required
• Exceptional analytical, problem solving skills, collaboration, and matrix management skills required
• Demonstrated proficiency in communication (written and verbal) required
• Proficiency in Microsoft Office Suite, especially Word, Excel, Power Point, and Outlook.
• Ability to learn and utilize the iClicker System, ExamSoft, and CAE programs.
• Proficiency with updating and organizing information in cloud storage (e.g. Box)
• Ability to learn and execute new computer software, learning management and programs as needed.

Physical Demands

• Extensive Use of Computers
• Extensive time sitting and standing
• Able to lift up to 10 lbs.