Administrative Assistant, School of Medicine

Overview

Quinnipiac University invites applications for the position of Administrative Assistant in the Frank H. Netter MD School of Medicine. This position will work independently providing day-to-day administrative duties required to support the Department of Medical Sciences Chair, Associate Dean for Scholarship, faculty in the Department of Medical Sciences and the Clinical Arts and Sciences Director.

Responsibilities

• Ensures the day-to-day operations of assigned areas of support are efficient and effective.
• Use University software to perform duties such as correspondence, spreadsheets, meeting
  minutes, reports, grants, forms and memo’s. Edit work for accuracy, format, spelling,
  punctuation, and construction. Assure timely completion of all material.
• Have knowledge of Quinnipiac and School of Medicine procedures, answer questions within
  scope of knowledge and authority. Prioritize and evaluate the level of urgency of constituents
  needs.
• Support the Chair of the Department of Medical Sciences and Clinical Arts and Sciences
  Director in the recruitment, retention, annual review and promotion of faculty.
• Provides administrative support for the Clinical Arts and Sciences Director for the course
  components. In this capacity, the Administrative Assistant with have access to and work with
  student and faculty performance data.
• Use Quinnipiac’s databases and other productivity software fully and effectively for
  processing financial transactions including requisitions and reimbursements.
• Schedule meetings and course events, notify participants, and arrange for all materials, food,
  facilities, AV equipment, budgets, and support functions.
• Gather and enter data for the preparation of various reports/documents, inclusive of
  supporting faculty and student scholarship, accreditation reporting, and grant proposals.
• Attend, document, maintain post minutes for School of Medicine’s faculty, course and
  department meetings.
• Organize and maintain a filing system for all pertinent data/information related to faculty,
  staff, and students as well as the activities/functions of the School of Medicine so that it is
  readily accessible.
• Schedule and maintain electronic calendars for the Department Chair, Course Director as well
  as monitor the calendars of all faculty in the School of Medicine.
• Maintain the confidentiality of faculty, staff and students with respect to personal and
  academic and related professional issues that are presented to the chair and course
  leadership.
• Reserves space and procures resources as well as assists with the organization, preparation
  and ordering for events.
• Submit and monitor work orders for minor building/office repairs; coordinate the repair and
  maintenance of office equipment.
• Monitor office supply needs and place orders when appropriate
• Provides cross coverage and/or support to other administrative assistants within the School of
  Medicine.
• Other administrative duties as assigned.

Education Requirements

• High School Diploma or GED required

Qualifications

• Previous experience in an administrative office support role requiring strong customer service and interpersonal skills
• Ability to interact professionally with students, faculty, staff, and visitors
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint)
• Experience preparing correspondence, reports, meeting minutes, and other business documents
• Strong proofreading, editing, and data-entry skills with attention to detail and accuracy
• Ability to prioritize multiple tasks, meet deadlines, and work independently with minimal supervision
• Experience processing purchase requisitions, invoices, payment requests, or budget-related transactions preferred
• Ability to coordinate meetings, events, and travel arrangements
• Demonstrated organizational and problem-solving skills
• Proven ability to collaborate effectively with individuals from varied backgrounds

Special Instructions to Applicants

Applications must be submitted electronically and include a resume, a cover letter detailing how your experience aligns with the position requirements and contact information for three references.

• Please note this is a Grade 7 position in the Clerical & Technical Union
• The starting hourly rate is $28.91
• In addition, you are eligible for an additional .75 per hour if you have a bachelor’s degree or .35 per hour if you have an associate degree
• This is a full-time position with a 35-hour workweek
• This position requires the successful completion of a Microsoft Office skills test, proofreading test, and background check

Quinnipiac University offers eligible full-time faculty and staff a comprehensive benefits package that may include health insurance, life insurance, paid time off, education benefits, and retirement benefits.