Administrative Assistant - Diagnostic Medical Sonography

Responsibilities

• Answer and direct the main DMS suite phone in a professional and friendly manner - take messages for faculty and directing questions to the best member of the team to address an issue.
• Greet visitors to the DMS Suite in a professional and friendly manner.
• Act as the central point of communication phone, in person and by email ensuring smooth workflows and providing essential assistance to staff and management.
• Manage calendars, arrange appointments, and coordinate team meetings or school events, creating zoom meetings and taking meeting minutes.
• Maintain physical and digital filing systems, update databases, and manage office supply inventory.
• Draft, edit, and format memos, reports, invoices, meeting minutes, and presentations.
• Affords assistance with data entry and student progress monitoring.
• Affords assistance with basic bookkeeping, process expense reports, and track invoices.
• Affords assistance with arranging and coordinating rooms, catering, parking requests, and other provisions for departmental meetings, events and ceremonies.
• Affords assistance in the preparation of exams and related course materials.
• Affords assistance in maintaining student administrative files and other records as directed.
• Affords assistance in the preparation of interim reports and self-studies for accreditation.
• Affords assistance in preparing and maintaining files required by accrediting agencies; collect data to meet program accreditation-approved assessment plans; distribute surveys to employees and graduates.
• Affords assistance in managing student course/lab and faculty/adjunct evaluations.
• Affords assistance in preparing itineraries and assisting with coordination of faculty/staff/student for candidate interviews.
• Affords assistance in managing inventory of department supplies; generates and tracks purchase orders.
• Affords assistance in coordinating facilities and Information Services requests and monitor work orders.
• Affords assistance in coordinating program-class interactions such as simulation lab scheduling, ordering short white coats/nametags, etc..
• Affords assistance in processing invoices for payment; payments and tracks department expenditures.
• Affords assistance in preparing adjunct faculty appointment letter and contracts.
• Affords assistance in helping new adjuncts, faculty and staff with getting access to the information systems and general orientation.
• Affords assistance in office mailings; sort and distribute mail.
• Affords assistance in coordination of inter-professional education activities.
• Affords assistance in generating work orders for building, phone, and IT maintenance and repairs. Also tracks progress of the work.
• Affords assistance in coordinating, recording and managing of equipment repairs with the program directors & vendors; keeps an inventory of all equipment and locations.
• Works closely with the Program Directors, the School’s main Administrative Assistant and the Dean to make sure all tasks for the division and school are covered.
• Makes sure student permission forms are completed and filed as needed.

Qualifications

• High school diploma or equivalent.
• One year of administrative assistant experience preferred.
• Experience with Microsoft Office Suite (Word, Excel, Outlook).
• Excellent organizational skills and attention to detail.
• Ability to prioritize and manage multiple tasks simultaneously.
• Strong communication and interpersonal skills.
• Basic knowledge of medical terminology and healthcare administration.