College of Medicine: Administrative Assistant, Office of Clinical & Community Engagement

Belmont University, United States

Updated: 3 months ago
Location: Nashville, TENNESSEE


College of Medicine: Administrative Assistant, Office of Clinical & Community Engagement

We are now accepting applications for a qualified College of Medicine: Administrative Assistant, Office of Clinical & Community Engagement at Belmont University. 

Employment Type 

Staff

Internal Job Category

Exempt (Staff)
Full-Time

Department

College of Medicine

Hours 


Primary Duties and
Responsibilities:		 

The administrative assistant is a detail and action-oriented “right hand” to the Associate Dean, performing a wide range of administrative support services for the fast-growing Office of Clinical & Community Engagement (OCCE) in the Thomas F. Frist, Jr. College of Medicine. In addition to ensuring office functionality, meeting support, and periodic special project management, the administrative assistant is a confident and effective oral and written communicator with a wide range of campus and community partners and potential physician faculty.

  • Manages communication and scheduling for the Associate Dean of Clinical & Community Engagement with campus and community leaders, clinical partners, and current and prospective Community Faculty.  Serve as first point of contact for external and internal inquiries to the OCCE.
  • Coordinates the effective onboarding of new Community Faculty members. Works with Associate Dean of Clinical & Community Engagement and the Office of Medical Education and Faculty Success to ensure timely and efficient receipt and evaluation of applications, troubleshooting and improving processes as needed.
  • Meeting support: Serves as primary administrative support for committees, task forces, or other standing meetings overseen by the Associate Dean: manages Outlook and Teams functionality, intermittent surveys, and live A/V support.
  • Works collaboratively with the Associate Dean in preparation, management, and execution of departmental projects and special initiatives.
  • Supports professional work and development: Prepares draft correspondence and updates to presentations, academic portfolios, budgets, applications, and other organizational and curricular documents on behalf of the Associate Dean.
  •  Procures, manages, and troubleshoots office resource needs for OCCE, including software (supplies, copier, conference room, A/V support, online registrations, etc).

    • The above statements describe the job's essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to the job holder.

    Required Qualifications: Belmont University seeks to attract and retain highly qualified faculty and staff that share the University's values and will contribute to its mission and vision to be a leader among teaching universities bringing together the best of liberal arts and professional education in a Christ-centered community of learning and service. 

    Required Qualifications

    • Ability to communicate effectively both verbally and in writing with health care professionals and a wide range of constituents in a diverse community. 
    • Comfortable working in a fast-paced, dynamic, and evolving work environment.
    • Able to respond to high-pressure situations with composure and complete work within required deadlines.
    • Proficient with MS Office, online surveys, and video conferencing tools such as Zoom, Microsoft Teams, etc.
    • Ability to create high quality, professionally written documents and correspondence.
       
    Required Education Associate's degree; Bachelor's degree preferred.
      
    Required Experience At least three years of administrative support experience required, preferably in an academic or healthcare-related setting. Proficiency with Canvas, Banner and other integrated databases strongly preferred.
      
    Working Conditions & Physical Requirements The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  While performing the duties of this job, the employee is required to speak and hear sufficiently to communicate effectively by phone or in person at normal volumes. The employee’s vision must be adequate to read correspondence, computer screen, forms, etc. The position requires good manual dexterity. This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing as necessary.





    The selected candidate will be required to complete a background check satisfactory to the University.

    Belmont University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.



    Primary Duties and
    Responsibilities:    		 

    The administrative assistant is a detail and action-oriented “right hand” to the Associate Dean, performing a wide range of administrative support services for the fast-growing Office of Clinical & Community Engagement (OCCE) in the Thomas F. Frist, Jr. College of Medicine. In addition to ensuring office functionality, meeting support, and periodic special project management, the administrative assistant is a confident and effective oral and written communicator with a wide range of campus and community partners and potential physician faculty.

  • Manages communication and scheduling for the Associate Dean of Clinical & Community Engagement with campus and community leaders, clinical partners, and current and prospective Community Faculty.  Serve as first point of contact for external and internal inquiries to the OCCE.
  • Coordinates the effective onboarding of new Community Faculty members. Works with Associate Dean of Clinical & Community Engagement and the Office of Medical Education and Faculty Success to ensure timely and efficient receipt and evaluation of applications, troubleshooting and improving processes as needed.
  • Meeting support: Serves as primary administrative support for committees, task forces, or other standing meetings overseen by the Associate Dean: manages Outlook and Teams functionality, intermittent surveys, and live A/V support.
  • Works collaboratively with the Associate Dean in preparation, management, and execution of departmental projects and special initiatives.
  • Supports professional work and development: Prepares draft correspondence and updates to presentations, academic portfolios, budgets, applications, and other organizational and curricular documents on behalf of the Associate Dean.
  •  Procures, manages, and troubleshoots office resource needs for OCCE, including software (supplies, copier, conference room, A/V support, online registrations, etc).

    • The above statements describe the job's essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to the job holder.

    Required Qualifications: Belmont University seeks to attract and retain highly qualified faculty and staff that share the University's values and will contribute to its mission and vision to be a leader among teaching universities bringing together the best of liberal arts and professional education in a Christ-centered community of learning and service. 

    Required Qualifications

    • Ability to communicate effectively both verbally and in writing with health care professionals and a wide range of constituents in a diverse community. 
    • Comfortable working in a fast-paced, dynamic, and evolving work environment.
    • Able to respond to high-pressure situations with composure and complete work within required deadlines.
    • Proficient with MS Office, online surveys, and video conferencing tools such as Zoom, Microsoft Teams, etc.
    • Ability to create high quality, professionally written documents and correspondence.
       
    Required Education Associate's degree; Bachelor's degree preferred.
      
    Required Experience At least three years of administrative support experience required, preferably in an academic or healthcare-related setting. Proficiency with Canvas, Banner and other integrated databases strongly preferred.
      
    Working Conditions & Physical Requirements The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  While performing the duties of this job, the employee is required to speak and hear sufficiently to communicate effectively by phone or in person at normal volumes. The employee’s vision must be adequate to read correspondence, computer screen, forms, etc. The position requires good manual dexterity. This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing as necessary.

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