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Dean's Administrative Assistant, School of Medicine

Apply now Back to search results Job Number: 494993
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 on-site role supports the Dean’s Office by providing administrative and organizational support. The Administrative Assistant will play a vital role in supporting operations in the Dean’s office, working directly with the Director of Administration, the Director of Finance and as assigned by the Dean’s office.
About Quinnipiac: Quinnipiac is a private, coeducational, nonsectarian institution located 90 minutes north of New York City and two hours from Boston. The university enrolls 7,000 full-time undergraduate and 3,000 graduate and part-time students in 100 degree programs through its Schools of Business, Communications, Education, Engineering, Health Sciences, Law, Medicine, Nursing and College of Arts and Sciences. Quinnipiac consistently ranks among the top regional universities in the North in U.S. News & World Report’s America’s “Best Colleges” issue. Quinnipiac also is recognized in Princeton Review’s “The Best 380 Colleges.” Quinnipiac has been named a “Great College to Work For” as determined by a comprehensive industry survey. For more information, please visit An education at Quinnipiac embodies the University’s commitment to preparing graduates for 21st century careers and citizenship, creating an inclusive, excellence-driven community, nurturing and positively impacting internal, local and global communities and fostering lifelong connections and success. The University believes in educating a diverse student body to become valued and contributing members of their communities through vital and purposeful educational programs. Students engage with real-world issues through practice and considering different perspectives. The University’s innovative curriculum further prepares undergraduate and graduate students to understand their roles and responsibilities as members of the Quinnipiac community as well as the larger national and global communities.
About the School: The Frank H. Netter MD School of Medicine at Quinnipiac University is a diverse community of active learners, faculty and partnering clinicians who are fully committed to patient-centered care. Named after the famed medical illustrator, Frank H. Netter, MD, the medical school honors his legacy with a clear vision of wellness and a dedication to practicing medicine with precision and a sense of humanity. The MD program is intentionally designed to combine essential clinical skill building with the development of patient-centered skills, guided by faculty, advisers, and community physicians. The faculty members and administrators are renowned educators, scholars, and experts in their respective medical specialties. The Netter School maintains a strong network of clinical partners and affiliates in New England. The medical school is fully accredited by the Liaison Committee on Medical Education and is a member of the Association of American Medical Colleges.  In March 2020, the fourth graduating class matched to prestigious residency programs located in 22 states plus the District of Columbia.
  • Provides high level administrative support to the Dean’s office, which includes the senior staff of the department, and is responsible for highly sensitive correspondence, administrative reports, and other documents.
  • 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.
  • 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.
  • 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. Includes 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.
  • Assist with projects as instructed by the Dean’s office. Track initial dates, events, and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
  • Mailroom maintenance including 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.
  • Provide administrative support for the School of Medicine Clinical Department Chairs.
  • Assist with projects on an as-needed basis, and other administrative assistant duties as assigned
Education Requirements:
  • High School Diploma or GED required
  • Bachelor's Degree preferred
  • 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.


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 $25.46
  • Work week is 35 hours per week
  • 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 Standard Time
Applications close:

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