Administrative Assistant, Primary Care/Research

Overview:

The Administrative Assistant is responsible for assisting with clerical, administrative, coordination, operations, and secretarial functions required for the effective operation of the TouroCOM Middletown Primary Care and Research departments

Responsibilities:

• Research Department
• Facilitate communication between the Assistant Dean for Research, Administration, Faculty and Students
• Record minutes and maintain compliance files of Research Committee and Biosafety Committee
• Perform ordering of laboratory equipment and supplies for campus researchers and associated budget duties as directed
• Assist Research Technician with receiving of lab deliveries and organization of campus research lab supplies/storage
• Submit student conference travel reimbursement paperwork
• Provide administrative support to the TouroCOM Middletown Research Incubator tenants
• Prepare the semi-annual report to Touro University Environmental Health and Safety Department regarding chemicals in research laboratories
• Maintain compliance files of research laboratories, including biosafety records and documents
• Coordinate safety training of faculty investigators and students
• Assist investigators in obtaining quotes for supplies and services
• Direct the update of maintenance contracts for all lab equipment
• Conduct and record weekly tests of eye-washing stations
• Support the annual Research Day activities
• Compile faculty and student publications and poster presentations
• Learn Institutional Review Board procedures and policy to aid in research faculty successfully submitting IRB proposals
• Perform other duties as assigned by the Assistant Dean for Research
• Primary Care Department
• Assists with general correspondence, memoranda, and testing
• Assists in administration of practical exams, labs and OSCEs
• Assists with maintaining the departmental file and records including the departmental database
• Assists with iClickers and ExamSoft
• Assists with using the CAE/Learning Space system for OSCE administration
• Assists with preparing classroom material and storing all equipment after use
• Duplicates and distributes materials
• Assists in coordinating student work and schedules
• Updates course documentations and lab manuals
• Assists in preparing student and faculty materials
• Compiles weekly folders for Primary Care Department
• Breaks down, organizes, and files materials from weekly Primary Care Department folders.
• Assists in ordering of materials, maintaining records of transactions, requisitions, purchase orders
• Obtains quotes from vendors
• Records student grades and attendance in Excel document or other database.
• Prepares for meetings, transcribes and distributes minutes
• Composes and edits correspondence and other documents
• Assists in processing personnel items
• Assists in processing departmental timesheets and work process
• Keeps all materials confidential as required by FERPA (school and departmental policy)
• Assists in training other employees as appropriate
• Other duties as assigned by Associate Chairs

Qualifications:

• Associate in Arts preferred
• At least 3 years administrative experience

• General administrative duties required
• Overall business acumen, ethical decision making, and relationship management skill required
• Exceptional analytical, problem solving skills, collaboration, and matrix management skills required
• Demonstrated proficiency in communication (written and verbal) required
• Proficiency in Microsoft Office Suite, especially Word, Excel, Power Point, and Outlook.
• Ability to learn and utilize the iClicker System, ExamSoft, and CAE programs.
• Proficiency with updating and organizing information in cloud storage (e.g. Box)
• Ability to learn and execute new computer software, learning management and programs as needed.

• Extensive Use of Computers
• Extensive time sitting and standing
• Able to lift up to 10 lbs.

Maximum Salary: USD $50,000.00/Yr.

Minimum Salary: USD $40,000.00/Yr.