Administrative Assistant, Medical Education

About the role

Western Michigan University Homer Stryker M.D. School of Medicine is searching for an Administrative Assistant. Overall provides administrative experience in performing a variety of career-level administrative duties for one or more specified departments.

Skills

• Exhibits a wide range of knowledge and skills of organizational policies and procedures.
• Understands knowledge and concepts of departmental work.
• Ability to establish procedures on work assignments.
• Lead demonstrator in customer service principles and practices.
• Directly leads and supplies information to the general public, clients and customers.
• Ability to apply communication skills verbally and in writing to all inquiries.
• Effectively able to problem solve administrative problems and inquiries.
• Proficient in grammar, composing, editing and proofreading various documents.
• Acquires knowledge to implement departmental administrative practices and may contribute to changes and updates.

Responsibilities

• Answers and directs all incoming calls.
• Welcomes and directs visitors to the organization.
• Retrieves, sorts and distributes mail daily.
• Responsible for scheduling meetings upon request, develops meeting agendas, attends meetings, prepares, and distributes meeting minutes.
• Completes assignments which are semi-routine and may be atypical in nature.
• Applies solid knowledge and understanding to resolve problems and issues which may address sensitive or confidential concerns.
• Supports event planning for department.
• Responsible for departmental communications.
• Maintains equipment and reports any malfunctions.
• Supports and assists with department interview and orientation process for new staff, residents and faculty; including scheduling of interviews, and creating specific orientation materials.
• Organizes and maintains required forms, training requirements and records for specified department, as required by accrediting agencies.
• Assists with maintaining portal pages, department documents, and updates digital signage.
• Uses department specific systems and maintains content for web pages and/or websites.
• Organizes and maintains department files electronically and by paper.
• Manages imaging documents to electronic document storage system.
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• All other duties as assigned.

Benefits

• Wellness reimbursement.
• Continuing education and tuition reimbursement.
• Employer-funded retirement plan.
• Two medical plan options: PPO and High Deductible Health Plan (HDHP) with employer HSA contribution.
• Flexible work solutions based on position and department.
• Up to four weeks of PTO accrual beginning in year one.
• Paid holidays.
• Paid volunteer time.
• Paid preferred holiday.

Schedule

• No nights, no weekends.
• Flexible work solutions based on position and department.