Administrative Assistant for Clinical Sciences

Rocky Vista University in Billings, MT

About the role

Provide full-time, on-site administrative support to the department faculty at the RVU-MCOM campus in Billings, Montana.

Responsibilities

• Assist faculty with planning and execution of curricular activities including labs, lectures, quizzes, exams, and small group activities.
• Assist department chair in managing department budget.
• Assist Department Chair with calendar and departmental organization.
• Coordinate departmental faculty and staff interviews.
• Ensure accurate tracking of assessments and gradebook in Learning Management System.
• Coordinate adjunct faculty teaching assignments and submit timecards.
• Track student attendance and academic performance, in collaboration with Clinical Sciences Lab Coordinator.
• Maintain calendars for faculty in the department, including scheduling meetings with students.
• Support the Clinical Sciences Lab Coordinator in ensuring curricular content in the Learning Management System is uploaded correctly and in a timely fashion.
• Provide tech support for faculty.
• Order and receive supplies for the department, including submission of requisitions.
• Assist faculty in organizing work-related travel and reimbursement requests.
• Schedule, attend, and take minutes for department meetings and other assigned committees.
• Perform general office support duties including maintaining electronic and paper files, answering phones, completing reports, creating correspondence, proofreading, maintaining office equipment, and overall departmental organization.
• Help build a culture that respects, values, and promotes diversity within an atmosphere of access, equity, and inclusion.
• Other duties as assigned by the Chair of the Department of Clinical Sciences or his/her designee.
• Assist administration, faculty, and staff in special projects as necessary.

Requirements

• High School diploma or equivalent experience working in an administrative support role.
• Ability to communicate well and work effectively in a team-based environment.
• Ability to maintain strict confidentiality.
• Working level of computer skills, specifically Microsoft Office products (Word, Excel, Outlook) as well as video conferencing (e.g., Teams and Zoom).
• Ability to work with a high level of attention to detail, organization, and quality.
• Ability to multi-task effectively and efficiently.
• Ability to recognize and solve problems quickly.
• Ability to maintain strict confidentiality of protected data (student grades, etc.).
• Ability to learn new software programs.
• Effective time management skills and ability to meet deadlines.
• Initiative and independence in carrying out job responsibilities.
• Ability to keep a clean and well-organized working environment.
• Ability to respect, value, and promote diversity within an atmosphere of access, equity, and inclusion.

Preferred Qualifications

• Professional certificates or college degree (associate or other advanced degree).
• Experience with budget management and expense tracking.
• Experience with Microsoft Office Products and video conferencing platforms.
• Professional background or experience in education.

Final applicant will be required to pass background check and drug screening.

Pay

$21.85 - $25.00 per hour. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to skill, knowledge, experience, education, and credentials.

Benefits

• Health, Dental, and Vision insurance.
• 2 weeks (minimum) accrued paid vacation days per year.
• 12 accrued sick days per year.
• Personal days.
• 13 ½ paid holidays.
• 401(K) match up to 7% based on employee’s contribution.

In-office work is the primary focus, complemented by hybrid work flexibility for eligible positions.