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KCOM - Administrative Assistant Still OPTI

A.T. Still University
Missouri, United States
Salary Not Specified
Posted Date
Dec 16, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Alumni Affairs
Employment Level
Employment Type
Full Time
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A.T. Still University's Kirksville College of Osteopathic Medicine (ATSU-KCOM) is seeking an Administrative Assistant for the Still Opti department. The position reports directly to the Executive Director, Still OPTI and provides administrative support to the Associate Dean of Post Graduate Medical Education for travel arrangements, document preparation and revisions, and meeting scheduling. The administrative assistant provides high-level administrative support to Still OPTI/NCOPPE leadership and partners relative to initiating and maintaining accreditation, new graduate medical education development, and delivering osteopathic educational resources.

Major Job Duties
  • Greet members and guests
  • Promptly and professionally answer phone and email inquiries
  • Duplicate and disseminate informational materials
  • Handle logistics for meetings and events
  • Maintain office archival systems
  • Type correspondence
  • Sort mail
  • Contact partners to obtain documentation, information and follow up
  • Set appointments
  • Data entry
  • Other clerical tasks
  • Manage logistics and schedule calendar events
  • Draft and format letters and basic reports, spreadsheets, marketing materials, and other documents
  • Oversee website and social media accounts to promote Still OPTI/NCOPPE
  • Attend and participate in a variety of professional meetings
  • Prepare agendas and record meeting minutes
  • Research and compile information to assist and support Executive Director and Associate Dean
  • Coordinate travel and itineraries
  • Prepare travel reimbursement expense reports
  • Reconcile credit card statement transactions
  • Prepare purchase orders and check requests
  • Prepare newsletter
  • Maintain NCOPPE website in conjunction with ATSU's Communication and Marketing department to reflect upcoming events, upload recorded lectures and new resources, and create new pages
  • Develop and maintain databases
  • Provide accreditation information to accreditation oversight bodies (ACGME and AOA)
  • Assist Executive Director and Associate Dean with data collection and materials preparation for reports and accreditation-related site inspections
  • Collaborate with Continuing Medical Education partners to finalize all aspects of NCOPPE workshops
  • Manage all logistical aspects of Still OPTI/NCOPPE hosted events, such as booking meeting space, catering, scheduling A/V support, and the dissemination and collection of evaluation forms and calculation of survey results
  • Maintain faculty and resident database and Google Groups
  • Prepare and proof graduation certificates for all partners
  • Create and edit presentations for meetings - may participate in presentations
  • Order and stock office supplies
  • Initiate, process, maintain, and monitor partnership records, invoices, and annual contracts
  • Book exhibition space and may participate in public relations events
Requirements and Skills
  • High School plus one year of technical training or schooling or one year of college
  • Knowledge of Wordpress, MailChimp, and Google apps
  • Knowledge of office equipment, including printer/copier/scanner; telephone; complex scheduling
  • Knowledge of meeting agendas/minutes
  • Must be proficient in Adobe Acrobat
  • Exceptional customer service skills, over the phone and in person, with our partners and internal departments
  • Ability to work with confidential documents and information using tact and discretion
  • Ability to manage multiple tasks and achieve deadlines under pressure
  • Ability to independently prepare correspondence and basic reports
  • Ability to exercise independent judgment
  • Knowledge of principles and practices for filing and record keeping
  • Knowledge of complex scheduling
  • Event planning skills are a plus
  • Self-starter who takes initiative to work ahead on projects and strives to improve systems/processes for
    greater efficiency
  • Creative and self-motivated with the ability to work with little to no supervision
  • Pleasant disposition, self-aware, and ability to realize how personal actions will affect accomplishments of institutional goals
  • The ability to handle difficult situations with tact and ease
  • Ability to write, speak and interact clearly and professionally
  • Must be able to both effectively and consistently communicate with others, contribute meaningfully to the team effort and always engage both internal and external customers with a service attitude
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