Administrative Coordinator - OMM Dept. - Touro University California

Overview:

The Administrative Coordinator provides the highest level of administrative and secretarial
support to the TUCOM OMM Department (the Department), its faculty, adjuncts, fellows, and
students. The position is often the initial point of contact for the Department from both within
and without of the TUCOM College of Osteopathic Medicine. The holder of the position often is
called to organize, prioritize, and follow up on multiple issues import to the generation,
delivery, assessment, and recording of the Department curriculum and OMM faculty
responsibilities (the Department Mission). Duties may include, but are not limited to,
assignments of a sensitive and/or confidential nature as specified by the department Chair.
Initiative, discretion, and judgement applied to varied OMM departmental challenges and
situations while fulfilling the Department Mission is expected. Responsibilities may change as
Department Mission matures and as directed by the OMM department Chair.

 

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Responsibilities:

Broad Responsibilities:

• The Administrative Coordinator is responsible for providing the daily administrative support
for the effective operation of the OMM department with priorities and reporting structure
emanating from and directed to the OMM department Chair.

Specific Responsibilities:

• Manage OMM departmental communications which include: receive and screen incoming
calls and visitors; evaluate requests and inquiries; determine priority and alert the OMM
Department Chair or their designate accordingly; make decisions and initiate contact with
the OMM Department Chair at off-site locations in critical situations; make referrals to
appropriate faculty of administrative staff or provide requested information as appropriate.
• Provide administrative aide and coordination to the Department faculty in their efforts
towards fulfillment of the Department’s Mission.
• Facilitate the OMM Department Chair’s and Faculty departmental calendar to schedule
appointments and engagements; arrange conferences and meetings as designated by the
OMM Chair; make travel, lodging and meeting room arrangements including refreshments
and other amenities as designated by the OMM Chair.
• Create and maintain other shared electronic calendars as required by the OMM Chair
• Organize, maintain, and ensure back-up of confidential Department records and files
(including grades and gradebooks), ensuring the security of privileged information in
accordance with local protocol (including HIPPA & FERPA); authorize access to information
as appropriate and designated by the OMM Chair.
• Process, submit, and back-up financial documents such as travel requests, reimbursement,
or departmental purchases paperwork for the Department in the TUCOM accepted media.
• Coordinate the Department’s adjunct faculty communications, schedule, onboarding, and
HR fulfillment as designated by the OMM Chair.
• Assist the OMM Fellowship Coordinator in OMM Fellows communications, schedule,
onboarding, and HR fulfillment as designated by the OMM Chair/OMM Fellows Coordinator.
• Read and screen incoming correspondence as requested by the OMM Chair; make
preliminary assessment of material priority and timing for completion.
• Provide assistance in resolving administrative questions and issues that do not require the
personal attention of the OMM Chair, or their designate.
• Compose correspondence and prepare administrative reports and/or financial records as
required by the OMM Chair.
• Act as liaison between the OMM Department Chair, Department, other faculty, staff,
students, and Administration
• Prepare agendas and take minutes at committee meetings as assigned; assure minutes and
other pertinent materials are prepared and distributed; maintain official records of such
meetings in the form of tapes, minutes or other media.
• Act as Administrator of TimeTap, the OMMTLC online appointment system, ensuring
TimeTap accurately reflects the availability of Fellows and Preceptors.
• Manage Gradebooks for first and second year students.
• Manage Academic Schedule for OMM Department including but not limited to Lab Staffing
Schedule for faculty and adjuncts.
• Proctoring exams, rubrics reviews, and facilitate student/faculty interactions as needed.

 

SUPERVISORY RESPONSIBILITIES (if applicable): As designated and directed by the OMM Chair

Supervise work-study, Fellows, and others as directed by the OMM Chair.

Qualifications:

POSITION QUALIFICATION(S): Position qualifications are the Education, Training and/or related experience
needed by the person to perform the job optimally.

• College Degree – BA or BS preferred
• Three (3) years in administrative coordination or equivalent experience preferred
• Must be generally computer literate and able to troubleshoot superficial problems
and/or identify problems that require a higher level of technical expertise
• Logistical and mathematical skills required to create, maintain, back-up, and
distribute databases required for manipulation of confidential student gradebook.
• Advanced user of Microsoft Excel and Microsoft Word required
• Familiar with PowerPoint, and Adobe Professional
• Preferred familiarity with Intedash, Zoom, TouroOne, Banner, Box, and Examsoft
• Experience in event organization, planning, and execution
• Familiarity with Osteopathic profession and terminology useful

 

CORE COMPETENCIES: Core competencies identify the behavior an employee is expected to demonstrate.

• Advanced verbal and written communication skills
• Comfortable operating at a high level of multitasking within
an academic departmental structure
• Ability to provide efficient and accurate administrative assistance and
secretarial support
• Knowledge of budget and fiscal management practices as it relates to processing
purchasing requests/orders.
• Ability to quickly assimilate information particular to a demanding academic setting,
specifically, in an Osteopathic Medical School environment.
• Proficient computer and office equipment skills – see above
• Ability to work in a group as a team as well as independently
• Ability to be receptive to feedback
• Ability to maintain confidentiality and confidential records
• Excellent at scheduling, time management, and prioritization
• Ability to demonstrate facile ability in learning new administrative technologies,
platforms, etc.

Maximum Salary:USD $58,000.00/Yr.Minimum Salary:USD $46,400.00/Yr.