Administrative Assistant III

Position Summary:

The Administrative Assistant III position is part of the Office of Medical Education (OME) curriculum team which is responsible for supporting, implementing and executing the medical education (MD degree) program. The Administrative Assistant III position is responsible for being the primary administrative support for the Associate/Assistant Dean and the Office of Medical Education.

The Administrative III serves as a liason in the coordination and organization of all curriculum and committee meetings that involve the participation of stakeholders on both campuses.

Essential Functions:

Administrative Support for Associate and Assistant Deans of Medical Education

·         Maintain the Deans’ calendars

·         Collaborate with colleagues to schedule the Deans’ meetings

·        Submits travel expenses and provide reports as needed

Administrative Support for Office of Medical Education (OME)

·         Order and maintains inventory of office supplies

·         Order approved caterings and tracks invoices

·         Track deliveries

·         Submit and follow up on facilities/IT tickets as needed

·         Procure necessary office equipment for new and existing staff

·         Maintain shared ome@creighton.edu mailbox and maintain the associated calendar

·         Assist in the maintenance of Oasis and provides troubleshooting support to users

·         Maintain shared oasis@creighton.edu mailbox

·         Proctors assessments and assement reviews as needed

·         Provides parking information and tracks associated expenses for faculty and visiting lecturers

·         Other administrative support as needed/assigned

Pre-clerkship Curriculum/Committee/Sub-Committee/Policy Meetings

·         Work collaboratively with counterparts, leadership, course directors, and administration to schedule, run, and organize meetings involving stakeholders on both campuses:

·         Pre-course meetings

·         Subcommittee Meetings (M1/M2 & M3/M4 Components)

·         Educational Program Committee (EPC)

·         Policy Review Committee

·         Other meetings as requested/assigned

Track meeting activity, content & participation

·         Collect agenda items prior to meetings

·         Prepare and send out agenda/binder to meeting participants

·         Communicate to meeting participants (send agenda, reminders, etc..)

·         Track participation and attendance of meeting participants

·         Record meeting and prepare meeting minutes from recordings

·         Store all meeting information, recordings, minutes in appropriate designated folders

Supervision of OME student workers (if applicable per campus)

·         Oversee the hiring process and time card submissions

·         Assign/monitor work tasks; ensure completion and accuracy

Education & Experience:

·         High school diploma required; Associates degree preferred

·         Minimum of 4+ years related work experience

Preferred experience

·         Experience in higher education (medical education a plus)

·         Experience with Microsoft Office 365 Suite (especially Outlook, Word, Excel, SharePoint)

·         Experience with database entry

Knowledge, Skills, and Abilities

·         Intermediate experience with Office 365 (Outlook, Microsoft Word, PowerPoint, SharePoint, Microsoft Forms, and Excel)

·         Ability to multi-task, prioritize, and meet deadlines

·         Excellent verbal, written, and interpersonal communication skills

·         Exceptional attention to detail and strong organizational skills

·         Ability to problem-solve and work collaboratively

·         Ability to work successfully both independently and as part of a team

·         Ability to build positive working relationships with faculty, staff, and leadership on both campuses

·         Ability to remain levelheaded and professional under pressure/stress

·         Ability to comprehend group dynamics and react/respond appropriately

·         Willingness to be a team-player and demonstrate personal/professional growth

Licenses/Certifications:

N/A