Administrative Assistant for Biomedical Affairs (CUSOM)

About the Role

The Administrative Assistant for Biomedical Affairs at Campbell University Jerry M. Wallace School of Osteopathic Medicine (CUSOM) will perform a broad range of administrative support duties for the Biomedical Departments under the direct supervision of the Assistant Dean for Biomedical Affairs. This position handles confidential records and sensitive information, requiring professionalism, discretion, and a cooperative relationship with faculty, staff, students, and visitors.

Responsibilities

• Administrative Support
  • Perform daily administrative tasks such as answering phones, coordinating and scheduling meetings, and preparing letters and other communications.
  • Maintain relevant information and documents, create reports, and compose and type correspondence.
  • Route incoming mail and prepare outgoing mail.
  • Maintain faculty calendars and schedules.
  • Serve as a key contact for Biomedical Department Chairs and faculty.
  • Coordinate and schedule in-person and virtual meetings, prepare agendas, and transcribe minutes.
  • Provide staff support to various CUSOM committees as assigned.
  • Collect and retain monthly Faculty Activity reports and prepare a Summary Report for the Executive Assistant to the Dean.
  • Track and manage Biomedical Faculty Leave requests, including approvals and remaining balances.
  • Coordinate travel plans as needed.
  • Conduct research, compile, and prepare required reports.
  • Support Biomedical and other CUSOM faculty as needed or requested.
• Special Projects and Event Planning
  • Assist with special projects and provide materials for other departments, including documentation and site-visits for accreditation.
  • Track due dates of special projects to ensure timely completion.
• Departmental Accounting
  • Prepare and submit departmental requisitions for supplies, vendors, and services to the CUSOM Business Operations and Finance Manager.
  • Request quotes on products and provide price comparisons for supplies.
  • Assist in maintaining accurate budget totals per individual department budget code.
  • Track and maintain accurate Biomedical Faculty annual budgeted allowances/expenditures, including travel, dues, and memberships.
  • Prepare and submit Travel Expense Vouchers for Faculty travel, tracking all costs and retaining receipts.
  • Process and submit faculty reimbursement requests for dues, travel, and memberships.
  • Coordinate and oversee all aspects of CUSOM Guest Lecturers payment processes for preclinical years 1 and 2, including tracking confirmations, agreements, and payment forms.
  • Set up Faculty Advisor meetings with student advisees, reschedule as needed, and track meeting status.

Requirements

• Associate Degree and/or equivalent education and experience; Bachelor’s Degree desired.
• Two or more years of experience in an administrative support role.
• Experience in a higher education or non-profit sector is desired.

Skills

• Detail-oriented with the ability to work in a changing environment.
• Ability to maintain confidentiality and exercise discretion.
• Strong interpersonal, organizational, and time management skills.
• Comprehensive computer skills; proficient in Microsoft Word, Outlook, Excel, PowerPoint, and digital communication methods.
• Ability to manage multiple, concurrent projects and meet deadlines.
• Adaptability, flexibility, and willingness to assist in various areas as needed.
• Ability to work independently and as part of a diverse team.
• Excellent oral and written communication skills.
• Demonstrated tact, positive attitude, courtesy, and discretion in dealing with faculty, staff, students, and the public.
• Ability to respond calmly and appropriately in emotional or stressful situations.

Schedule

This position typically works 8:30 am – 5:00 pm, Monday through Friday. Occasional requirements to work outside these hours may arise.