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ATSU - Administrative Assistant - Continuing Education (0.5 FTE)

A.T. Still University
Missouri, United States
Salary Not Specified
Posted Date
Apr 8, 2022

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Position Type
Administrative, Academic Affairs, Adult & Continuing Education Programs, Curriculum & Instructional Development, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Part Time
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A.T. Still University (ATSU) is seeking a non-exempt Administrative Assistant for the Continuing Education (CE) department. The position reports to the Director, Continuing Education. The Administrative Assistant will manage correspondence with physicians and other health professionals regarding CME/CE registration, activity information, and credit reporting via phone and email; assist Director and Assistant Vice President of Continuing Education with all special projects assigned; be responsible for maintaining databases to accurately collect and maintain CME AOA credits submitted for physicians and other health providers; provide timely support to SOMA and KCOM medical schools and administration for submission of 1-A and 1-B credits, as well as maintain up-to-date knowledge of AOA accreditation requirements for document survey submission; be responsible for credit card processing, website course updates, and manage multiple tasks simultaneously; develop and maintain course registration and attendance database and process payments and refunds; process all purchase orders related to department and activity payments, refunds, and cost-sharing transactions (e.g., such as honorarium payments, travel expense reports, department credit card processing); prepare CE/CME attendee packets and printed materials for CE activities; and utilize survey software to collect all evaluations and activity data required for AOA accreditation.

Major Job Duties
  • Develop and maintain knowledge of all AOA and ACCME requirements, criteria and standards
  • Draft reports, organize and maintain tracking records for physician credits
  • Process all CME/CE course credits and be responsible for submitting those to the AOA and providing physician/non-physician certificates in a timely manner
  • Manage registration software for CE and assist other ATSU departments as necessary
  • Maintain ATSU website calendars and course listings, as well as ATSU course listings on external calendars (e.g., AOA calendar)
  • Provide support to physicians, faculty speakers, and course attendees including course registration, course fee processing, website updates, and edits for CE Website and course calendars
  • Prepare packets and handouts of course information for attendees at courses and help with development of all required AOA and CME documentation
  • Manage phones, provide assistance and guidance to physicians and other health-care providers regarding programs, and manage program registration both within the office setting and on-site when required
  • Manage fees and processing for courses
  • Develop and maintain strong knowledge of other ATSU departments and possess excellent customer service skills
  • Maintain office and program supply inventory
  • Assist with assembly of CME/CE course files remaining compliant with AOA and ACCME standards and requirements including CV’s, W-9’s and Faculty Disclosures
  • Maintain ongoing list of requested topics listed as professional practice gaps on evaluation documents as required by the AOA
  • Maintain excellent relationships with all internal and external educational partners
  • Process hotel deposits, invoices, and payments
  • Manage hotel bookings for program speakers
  • Provide on-campus planning coordination with other departments for Founder’s Day CME program (if on Missouri campus)
  • Compile file for AOA document survey (approximately every 5 years)
  • Some weekend and flexible work schedule is required with occasional travel
  • Travel to CME/CE courses as required
  • Independent worker
  • Ability to manage and provide assistance to all members of the CE/CME team
  • Accounting knowledge and management of cost center coding
  • Strong organizational skills with the ability to prioritize and manage multiple projects simultaneously
  • Must possess proper language usage
  • Ability to quickly and efficiently process emails and phone requests
  • Strong Microsoft Office software knowledge and expertise and ability to utilize email marketing platform
  • Knowledge of AOA and ACCME accreditation standards
  • Meeting planning experience
  • Comfortable with learning new technologies (e.g. Email Marketing Platform/Conference Management System)
  • Outgoing
  • Independent thinker
  • Comfortable working with physicians and other allied health professionals
  • Ability to work occasional weekends
  • Flexible travel schedule for courses
  • Ability to lift 30-40 pounds
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