Administrative Assistant for Academic Success/Assessment - Noorda College of Osteopathic Medicine

Noorda College of Osteopathic Medicine

Job Title: Administrative Assistantfor Academic Success/Assessment

Schedule: Full-time; Salary Exempt

Location: On-Site in Provo, Utah

Pay: Salary DOE; Full Benefit Options Available

JOB SUMMARY

The Administrative Assistant for Academic Success/Assessmentperforms a variety of administrative, clerical, and confidential tasks tosupport the overall operations of the Office of Academic Success. Preparescorrespondence, reports, and other documentation, maintains departmentalrecords and files, assists with exam proctoring, refers students to appropriateCOM personnel. The Administrative Assistant for Academic Success/Assessmentwill need the ability to work under minimal supervision and have strongproblem-solving skills. This position routinely handles highly sensitive and/orconfidential information and will have contact with students and otherdepartment representatives.

RESPONSIBILITIES

Office Management

• Oversee the day-to-dayoperations of theOffice of Academic Success, ensuring efficiency and professionalism.
• First point of contact for all visitors and callers forthe Office of Academic Success.
• Manage room reservations for the Academic Success teamand shared conference room space.
• Maintain office supplies and equipment; coordinate withfacilities and IT to manage any needs of the office or to prepare for in-person or virtualmeetings.
• Maintain a professional, secure, and welcoming greetingarea in Academic Success.
• Maintain Academic Success breakroom/conference room,storage closet, and print/copy area with the Administrative Coordinator forAcademic Affairs.
• Serve as a liaison to other college administrativeoffices.

Assist the Director of Academic Success

• Assist with planning and executing special projects,events, and initiatives led by the Director of Academic Success.
• Assist with scheduling meetings, taking notes, anddistributing action items when requested.
• Assist students with questions or concerns. Makereferrals to internal resources. Update appropriate staff/faculty about studentneeds. Document outcomes of student requests.
• Identify students in crisis and obtain timely referralsor resources.
• Provide project management for updating the AcademicSuccess handbook, the Peer Tutoring handbook, the Facilitation handbook, etc. Managecollection of relevant changes, document updates to the documents, assist with designand publication. Coordinate with stakeholders across campus in the handbookrevision cycle.
• Assist with peer tutoring onboarding.
• Assist with management of Academic Communities andAcademic Coaching – schedule meetings, provide administrativesupport.
• Provide support for orientation activities.
• Prepare and organize meeting agendas, materials, andminutes; follow up on action items.
• Screen and prioritize incoming communications, includingemails, and correspondence with the intent to protect the Directorof Academic Success’ time and allow for maximum efficiency.
• Handle confidential and sensitive information withdiscretion.
• Other duties as assigned.

Assist the Assessment Team

• In collaboration with the Assessment Manager, organizeand proctor quizzes and exams for COM students including students withaccommodations.
• Assist the Assessment Manager with scheduling exams, roomreservations, etc.
• Other duties as assigned.

QUALIFICATIONS

Education and Certification

• BSc/BA in Social Work, Sociology, Psychology, BusinessAdministration or related field.

Experience

• Proven experience as an administrative assistant.
• Strong IT skills and experience with student informationsystems.
• Strong ability in using MS Office (MS Word, MS Excel, MSPowerPoint, etc.).

Skills amp; Abilities

• Demonstrable experience working with professionalstudents.
• Ability to manage and track budget expenditures –including ability to produce on-demand reports, manage accounts payable fordepartment, and follow up with contractor/vendor/students.
• Outstanding communication and interpersonal skills.
• Ability to handle data with confidentiality and excellentattention to detail.
• Good organizational and time management skills.
• Good initiative and able to work with minimumsupervision.
• Able to multitask and manage competing priorities.
• Confident and proactive in liaising with people at all levelsand working as part of a team.

• Able to maintain a high level of confidentiality.
• Self-confident, strong leader, skilled decision-makerwith ability to lead by influence and effectively communicate with variousconstituencies across the college.
• Exceptional at written, oral presentation, and listeningskills.
• Able to work independently yet is an effectiveparticipant in cross-functional teams.
• Self-motivated, self-disciplined, have a strong workethic and capable of establishing priorities in an executive setting.
• Flexible and able to adapt to changing priorities andeffectively handle frequent interruptions.
• Innovative, resourceful, detailed oriented, withexcellent follow through skills.
• Capable of balancing multiple projects in stressfulsituations while meeting deadlines, achieving desired results, and maintainingpositive relations while understanding the importance of confidentiality ofdata and information.