Administrative Assistant, Primary Care

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 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 Poll Everywhere and ExamSoft
• Assists with using the CAE/Elevate 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
• Assists in coordination and execution of department programs
• Administrative coordination and/or assistance in execution of:
  • Simulation Program compliance - Policies, procedures, and ongoing Simulation Program accreditation needs
  • Simulation Program materials management
• Updates course documentation 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 required.
• At least 3 years of administrative experience

Knowledge/Skills/Abilities

• General administrative duties required
• Strong attention to details required
• Demonstrated proficiency in communication (written and verbal) required
• Overall business acumen, ethical decision making, and relationship management skill required
• Exceptional analytical, problem-solving skills, collaboration, and matrix management skills required
• Proficiency in Microsoft Office Suite, especially Word, Excel, Power Point, and Outlook.
• Ability to learn and utilize Poll Everywhere, 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.

Working Conditions

• Extensive use of computers
• Extensive time sitting and standing
• Able to lift up to 5 - 10 lbs.