Administrative Assistant, Office of Medical Education - Quinnipiac University

Overview: Quinnipiac University invites applicants for the position of Administrative Assistant in the School of Medicine. This position will provide high level executive assistant support for the Senior Associate Dean for Education and the Assistant Deans in the Office of Medical Education. Under general direction, will perform administrative duties related to organizational policies and procedures in the Office of Medical Education.

About Quinnipiac: Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,000 students in more than 130 degree programs through its Schools of Business, Communications, Education, Computing, and Engineering, Health Sciences, Law, Medicine, Nursing, and the College of Arts and Sciences. Our 21 Division I teams have achieved remarkable success, boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey, a three-time defending national champion women's rugby team, and a trip to the Sweet 16 for our women's basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review's "The Best 388 Colleges." The university is in the midst of program expansion and renewal for both traditional and adult learners, attraction of diverse communities, development of innovative corporate partnerships, and construction of an ambitious set of capital projects. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X.

Responsibilities

Provide clerical and administrative support to the Senior Associate Dean and Assistant Deans and is responsible for highly sensitive student and faculty correspondence, administrative reports, and other documents.

Ability to anticipate the deans’ needs and proactively bring together people and resources to assist in addressing issues. Use independent judgement to keep the deans informed of all matters that require his/her attention, including timely reminders of university and other related deadlines.

Coordinate the Senior Associate Dean’s calendar, ensuring timeliness, accuracy, confidentiality, and completeness, including making appropriate travel arrangements in compliance with School of Medicine university and sponsor policies.

Schedule and arrange meetings and retreats, booking meeting space, arranging for audio and video setup.

Collect, prepare, and distribute materials, agendas or any other documentation for conferences meetings, or presentations.

Act as a liaison to internal and external constituencies for the deans coordinating necessary resources, including screening mail, faxes, telephone calls and necessary resources. Attend select meetings and prepare minutes for approval by the committee chair.

Communicate effectively with staff and/or committee members for various matters, such as sending meeting reminders, attachments etc.

Organize and maintain an up to date filing system for all information including documents, policies, and other data pertinent to the smooth flow of work as it relates to the medical education program.

Compose correspondence; develop, review, and edit presentations and documents; and/or complete materials needed for presentation and/or decision-making purposes using university selected software. Assist with the collection of data to prepare reports and documents including research as directed for School of Medicine accreditation.

Assist with projects as instructed by deans. Track initial dates, events, and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.

Process purchase requisitions and requests for payment. Assist in monitoring department budget and expenditures. Includes reconciliation of credit card, vendor payments and reimbursement requests using University software, for purchase order and invoice processing.

Provide back up support for other administrative staff.

Other duties and responsibilities as assigned.

Education Requirements

High School Diploma or GED required

Qualifications

Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with Microsoft Office.

Excellent verbal and written communication skills, including editing and proofreading.

Excellent planning and organizational skills. Ability to take initiative and ownership of projects.

Demonstrated ability to handle sensitive issues and maintain confidentiality.

Demonstrated ability to perform duties with a high level of professionalism, flexibility, diplomacy and tact.

Ability to multi-task and adapt to changing priorities and deadlines.

Demonstrated ability to work with diverse populations and a commitment to diversity and inclusion.

Special Instructions to Applicants

TO APPLY

Applications must be submitted electronically and include a resume, cover letter addressing how your experience supports the requirements of this position and Quinnipiac's commitment to diversity and inclusion, and contact information for three references on the application form.

• Please note this is a Grade 5 position in the Clerical & Technical Union

• The hourly rate is $24.83

• Work week is 35 hours per week

• This position requires the successful completion of a Microsoft Office skills test and background check

Quinnipiac University has a strong commitment to the principles and practices of diversity and inclusion throughout the University community and welcomes candidates who enhance that diversity.

We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.

Quinnipiac University is an Equal Opportunity Employer.