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• Assists in the school of medicine operations related to finance, administrative resources, facilities, and special projects as assigned.
• Work with the Assistant Dean for Finance and Operations, processing requisitions and requests for payment. Assist in monitoring school budget and expenditures. Reconciliation of credit cards, vendor payments and reimbursement requests using University software, for purchase order and invoice processing. Arranges vendor setup for payments via collection of form W-9 from vendors.
• Maintain accurate records for faculty, including promotion information used for the creation of the school or medicine faculty contracts and maintain student grades, as well as donor information in a confidential environment as directed.
• Provides support to the Dean’s office, which includes the senior leaders of the school. This role is responsible for sensitive correspondence, administrative reports, and other documents.
• Collaborates in projects as instructed for the school of medicine. This includes tracking dates, events and associated action items; as well as follow-up with appropriate parties to ensure deadlines are met as projects evolve.
• Use independent judgement to keep the Dean’s Office informed of time-sensitive matters.
• Contributes to creating and maintaining department database management system, database project coordination, maintains spreadsheets, dashboards, data collection, data entry, troubleshoots database system, including LCME accreditation.
• Creates and updates meeting specifications for the Dean’s office, serving as the main onsite contact for logistics, monitors all events, and collaborates with stakeholders to review logistics for small to large meetings.
• Drafts, edits, and distributes communications for the Dean’s office to promote services and resources for the schoolwide community for both internal and external audiences with special attention to key supports and donors.
• Draft routine correspondence, meeting minutes, and management reports for the Dean’s office, which includes the senior staff for the department.
• Ensures effective coverage of the Dean’s office and contributes within their scope of practice to improve operational efficiency and enhance communications of the office.
• Act as a liaison with a diverse array of constituencies for the School of Medicine while promoting a culture of inclusion and responsiveness through customer-centric support. Serve as the first point of contact for the Dean’s office for both internal constituencies and external audiences.
• Maintain efficient office procedures and systems.
• Serve as administrative support for new staff onboarding, training, and other departmental HR-related support.
• Provides support in maintaining office web-based collaborative platforms, and internal and external websites.
• Manage the School of Medicine's multifaceted calendar and related needs. May require interaction with facilities, and resolving logistical conflicts, such as scheduling of the Dean’s conference room; as well as executing the event registration. Completes administrative duties to support the schools’ activities including development and maintaining time schedules, project events and office activities, including logistics with internal and external partners.
• Mailroom maintenance includes review and route incoming mail for appropriate distribution and action, resolving any related issues.
• Orders and maintains inventory of school of medicine supplies and technology equipment. Serve as primary contact for the School of Medicine cell phone and computer purchasing program and monitor work orders for minor building/office repairs; schedules the repair and maintenance of office equipment.
• Supports activities for the School of Medicine Office of Inclusive Excellence.
• Provide administrative support for the School of Medicine Clinical Department Chairs.
• Other administrative assistant duties as assigned.
• Work hours will fluctuate between days, evenings, and weekends, based on the needs of the school.

• High School Diploma or GED required

• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with Microsoft Office.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills. Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, diplomacy and tact.
• Ability to multi-task and adapt to changing priorities and deadlines.
• Proven ability to collaborate effectively with individuals from varied backgrounds.

Quinnipiac University is considering only those applicants who have valid authorization to work in the United States. Quinnipiac University does not sponsor employment based visas for this position.

TO APPLY:

Applications must be submitted electronically and include a resume, cover letter addressing how your experience supports the requirements of this position.

• Please note this is a Grade 7 position in the Clerical & Technical Union
• The hourly rate is $28.07, 35 hours per week
• This position requires the successful completion of a Microsoft Office skills test, proofreading test, and background check

We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.

Quinnipiac University is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to fostering an inclusive and respectful community.