Requisition ID: 2021-7117 Position Type: Full-Time Schedule Shift: Day Hours Per Week: 38 Travel: None Category: Administrative/Office Support
This position coordinates, manages, and implements the administrative support duties of the College of Osteopathic Medicine (COM) Primary Care Department. As an Administrative Coordinator, the individual's broad responsibilities include directing and/or executing the support tasks for 20 full-time faculty and 18 part-time instructors in relation to their academic assignments, university service duties, community service projects, and scholarly pursuits. Furthermore, the position directly assists the department chairperson, vice chairperson, and other faculty serving as course coordinators, program directors, and/or committee chairpersons in the execution of sensitive and confidential administrative assignments.
Coordinates the scheduling for ECE for OMSI and OMSII with the academic calendaring, and serves as liaison with facility preceptors. Provides information technology assistance and may be trained to manage the TU web page. Along with essential information technology skills and organizational experience, candidates require a high degree of autonomy, initiative, and the capacity to quickly master and effectively execute an abundant volume and diverse array of advanced administrative, curricular, and web-based tasks in order to excel in this position. In this capacity, the individual is also responsible for supervising and training other administrative support staff in their assigned duties.
The individual coordinates the technical support tasks for COM academic program courses directed by department faculty course coordinators. Responsibilities involve managing program curricular calendars; constructing and maintaining daily course activity schedules; managing the training and work flow for the Primary Care Department including dissemination of work assignments, oversight of work orders and progress; and updating the Chair and Vice Chair as to the status of these responsibilities. Maintains awareness of the COM priorities at all times and sustains an in-depth knowledge of its function as it relates to the Primary Care Department as a whole.
Manages and participates in the execution of day-to-day administrative support operations of the department.
Communicates on behalf of and/or servers as a liaison for, the Primary Care Department representing the COM, with university employees, preceptors, lab facilitators, guest lecturers, and the public.
Keeps informed of applicable policies, procedures, and regulations which affect department administrative activities and ensures that all administrative forms and documents are current, correct, and conform to policy.
Performs all routine administrative duties and tasks related to departmental and faculty functions including: conducting e-mails, phone calls, memos, Faxes and other communications to students, administration, and staff; processing departmental mail; replenishment of inventory of administrative supplies and resources; filing; photocopying, etc.
Supports chairperson in administration of department goals and objectives, and assists in management of day-to-day operations of department.
Reports to chairperson any administrative, curricular, personnel, or student related issues or concerns that arise unexpectedly and assists in their resolution.
Coordinates and executes sensitive and confidential administrative operations related to chairpersons responsibilities including securing and archiving private documents related to student and personnel matters and confidential academic and budget reports.
Interfaces with IT department by reporting and facilitating the resolution of the technological requests or concerns of faculty and staff that may arise.
Updates and applies changes in TU-C administrative service and academic policies and procedures affecting administrative support operations as communicated by chairperson.
Assists chairperson in organizing and executing departments role in various program events or departmental projects including student orientation, white coat, pinning, and graduation ceremonies, accreditation site visits, campus celebrations, faculty development, academic retreats, and other activities.
Evaluates and recommends resources to the chairperson for enhancing administrative support of the department.
Creates, edits and disseminates e-mails, handouts, presentations, posters, signs, flyers, etc. related to departments administrative tasks above.
The following duties are performed in collaboration with faculty course directors of College of Osteopathic Medicine (COM) curriculum courses
Management and Execution of Course or Program Curricula:
Analyzes schedule for possible conflicts with activities of other courses or with individual faculty schedules and assists in resolution.
Performs and tracks continuous schedule revisions, reviews and resolves conflicts, and updates curriculum schedule as necessary.
Participates in management and implementation of various curricular functions including, arranging and scheduling instructional laboratories/small group exercises, preparing instructional material, organizing and proctoring course assessments.
Obtains class and laboratory/small group rosters at the beginning of each academic session and updates these and other student information databases and academic records as necessary.
Contacts off campus guest lecturers and adjunct instructors and assists in coordination of their activities in curriculum.
Communicates on behalf of and/or serves as a liaison for department faculty with students in certain curricular and/or administrative matters.
Track student paperwork for Early Clinical Experience course for OMS1 and OMS 2 (completion of OSHA/HIPAA requirement, preceptor form and student site evaluation)
Coordination of video examination of students (OSCE):
Scheduling and recruiting faculty reviewers for video feedback sessions.
Scheduling video feedback times
Downloading videos for faculty review.
Distribute and collect feedback forms, collate review data and enter rubrics in Qualtrics
Compile OSCE feedback
Management and Processing of Course Examinations and Assessments.
Assistance with compiling exam question items from instructors and formating them into examination template using ExamSoft program; photocopies/prints, and assembles exams for OMSI & II practicals.
If requested, assists in administering and/or proctoring classroom and laboratory examinations.
Arranges logistics and alerts appropriate staff of accommodated students who are assessed separately.
Faculty Service Task Support. Following duties are performed in support of the department facultys university service tasks and other leadership capacities as approved by the department chairperson:
Interfaces with University and student service departments including Admissions, Registrar, Bursar, Financial Aid, IT, Facilities, etc. on behalf of the director or chairperson.
Handles confidential documents and information
Arranges logistics for program events or committee meetings (e.g. room reservation, AV equipment, catering, coordination of committee membership or student participation, etc.)
Prepares reports, letters, documents, forms, and other material related to program and committee functions
Assists in preparation of program or committee policies, procedures, bylaws, handbooks, etc.
Develops program or committee websites and online resources, such as Canvas, for posting of distributed material.
Qualifications is the Education, Training and/or related experience needed by the person to perform the job.
High school diploma or equivalent certification or job related experience demonstrating specific knowledge of the skills and duties required of the position.
Proficiency in the use of Microsoft Office Suite, including Word, Excel, and PowerPoint applications.
Capacity to learn and master the navigation of the Universitys web page, Canvas platform, and more advanced educational platforms employed for departmental administrative and academic purposes as needed.
Experience in basic web-page construction and management, and the initiative and capacity to acquire advanced skills to implement new software applications.
Ability to type 50 WPM and to operate standard office technology (desktop computer, printers, photocopiers, fax, scanner, etc.)
Experience utilizing common communication technologies and services (email (Outlook), including development of listserves, voicemail, phone and video conferencing. etc.).
Prior experience in an academic university setting related to a biological science and/or health professions program.
Familiarity with scientific and biomedical terminology.
Previous involvement in the development, coordination, and/or implementation of tasks related to a university level academic curriculum.
Principal involvement in the development and implementation of new and advanced software or web-based information resources and instructional tools.
Familiarity with university service department practices and procedures, including those related to IT, Facilities, Food Service, Admissions & Student Services, Registrar, Financial Aid, Bursar, Human Resources, and Fiscal Affairs & Accounting.
Excellent verbal and written communication and interpersonal skills.
Ability to work with diverse populations and personalities.
Ability to effectively comprehend and respond to faculty requests and student inquiries in a prompt and professional manner.
Strong problem solving and organizational skills including managing multiple assignments, prioritizing tasks, setting deadlines, and initiating and completing projects on schedule without close supervision.
Capacity to learn new and complex skills
Willingness to accept a wide range of tasks that arise in relation to department activities.
Ability to perform professionally and to exercise sound judgment, integrity, and discretion when executing confidential administrative duties and when responding to requests for information and/or interpretation of policies or procedures.
Ability to interact openly and effectively as a member of a team and to work collaboratively and collegially with department faculty, staff, and other campus personnel.
Punctual and flexible with time when periods of concentrated curricular tasks occur or if administrative deadlines must be met.
Strong sense of initiative, dedication, and responsibility
Willingness to take professional pride and ownership in the position.
Touro College and University System provides equal employment opportunities to all employees and applicants for employment and is committed to ensuring a productive and non-discriminatory work environment in compliance with the Higher Education Act and Amendments, the Civil Rights Act of 1964, the Violence Against Women Act (VAWA), the New York State Education Law, New York Human Rights Law and other applicable laws. It is the policy of the Touro College and University System to prohibit unlawful discrimination in employment on the basis of race, religion, sex, color, national or ethnic origin, age, disability, sexual orientation, gender identity, gender, pregnancy, veteran status, or any other status protected by federal, state or local laws.
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