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Dean's Administrative Assistant, School of Medicine

Apply now Back to search results Job Number: 495796
Type: Full-time
Campus: North Haven - North Haven, CT
Categories: Staff

Overview: Quinnipiac University invites applications for the position of Dean's Administrative Assistant, School of Medicine.  This position will provide administrative support with minimal supervision for the Dean’s Office. The Administrative Assistant will play a vital role in supporting operations and project coordination for the School of Medicine, working directly with the Dean, and senior leader of the School. To support the efficient functioning of the organization, the Dean’s Assistant will proactively anticipate and address the needs of the dean and other senior leaders.
About Quinnipiac: Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,000 students in more than 130 degree programs through its Schools of Business, Communications, Education, Computing, and Engineering, Health Sciences, Law, Medicine, Nursing, and the College of Arts and Sciences. Our 21 Division I teams have achieved remarkable success, boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey, a three-time defending national champion women's rugby team, and a trip to the Sweet 16 for our women's basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review's "The Best 388 Colleges." The university is in the midst of program expansion and renewal for both traditional and adult learners, attraction of diverse communities, development of innovative corporate partnerships, and construction of an ambitious set of capital projects. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X.
Responsibilities:
  • Provides high level administrative support to the Dean’s office, which includes the senior leaders of the school. This role is responsible for highly sensitive correspondence, administrative reports, and other documents.
  • Coordinate 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.
  • Ability to anticipate needs and proactively bring together people and resources to address issues. Use independent judgement to keep the Dean’s Office informed of time-sensitive matters.
  • Creates and updates meeting specifications for the Dean’s office, serving as the main onsite contact for logistics, monitors all events, and serves as lead for meetings to review logistics for small to large meetings.
  • Creates, edits, and distributes communications for the Dean’s office to promote services and resources for the schoolwide community.
  • 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 expertise 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.
  • 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.
  • Use creativity to design, implement, and maintain efficient office procedure 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.
  • Process purchase requisitions and requests for payment. Assist in monitoring department budget and expenditures. Including reconciliation of credit card, vendor payments and reimbursement requests using University software, for purchase order and invoice processing. Coordination of vendor setup for payments via collection of form W-9 from vendors.
  • 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; coordinate the repair and maintenance of office equipment.
  • Supports activities for the Office of Equity, Inclusion and Diversity.
  • Provide administrative support for the School of Medicine Clinical Department Chairs.
  • Other administrative assistant duties as assigned
Education Requirements:
  • High School Diploma or GED required
Qualifications:
  • 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.
  • Demonstrated ability to work with diverse populations and a commitment to diversity and inclusion.
Special Instructions to Applicants:

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 and Quinnipiac’s commitment to diversity and inclusion, and contact information for three references on the application form.

  • Please note this is a Grade 6 position in the Clerical & Technical Union
  • The hourly rate is $24.96
  • Work week is 35 hours per week
  • The hours are 8:00am to 4:00pm
  • This position requires the successful completion of a Microsoft Office skills test and background check

Quinnipiac University has a strong commitment to the principles and practices of diversity and inclusion throughout the University community and welcomes candidates who enhance that diversity.

Quinnipiac University is an Equal Opportunity Employer.

Advertised: Eastern Daylight Time
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