Department of Medical Education and Clinical Science (DMECS) Program Assistant

Title:

107M-YN - Program Assistant

Business Title:

Department of Medical Education and Clinical Science (DMECS) Program Assistant

Additional Titles:

Location:

WSU SPOKANE CAMPUS

Employee Type:

Classified

Job Family:

Civil Service - OT Eligible

Position Details:

Summary of Duties:

Under delegation from the Director of Administrative Operations for the Department of Medical Education and Clinical Sciences, the position is responsible for independently performing a variety of confidential administrative projects and assignments, within established guidelines, to support activities within the Department. These may include but are not limited to administrative support to executive leaders, complex calendar coordination, production of faculty appointment letters, and development of forms, meeting materials and other documents requiring strong Microsoft Office skills.
The position will be responsible to facilitate the candidate appointment process (approximately 2,200 current paid and affiliate Department members) via database entry and management, spreadsheet maintenance and responding to inquiries which require substantive knowledge of policies and procedures.
 

A courteous manner and a high-level of professionalism is required as this role frequently interacts with executive team leaders from the college, campus and university system, as well as, community and business leaders throughout the state.

Essential Job Functions:

50% Candidate Appointment Process:

• Facilitation of DMECS faculty candidate appointments; currently approximately 700 medical professionals pending appointment with approximately 1,500 faculty currently appointed.
• Communication with prospective candidates via email and/or phone. Ensure accuracy of all information provided.
• Initiate applicable background check and licensure processes. Follow up with candidate on pending action item, track process of checks through completion.
• Drafting of appointment letters; review for completion and accuracy prior to sending to candidate.
• Tracking of process steps through candidate appointment process.
• Identify and follow through on outstanding/pending action items.
• Entry of information in College Database. Ensure accuracy of all data entered. Identify and resolve discrepancies taking independent action; keep supervisor apprised when required.
• Create and maintain faculty Affiliate profiles in systems such as Campus Community and Workday.
• Resolve profile issues such as email/network ID access, name changes, and/or duplicate profiles in systems such as Campus Community and Workday. Communicate with Crimson Services and via other help desk platforms.
• Collaboration with Clinical Campus teams on new/pending candidate information.

25% Administrative Support:

• Maintain calendars and schedule appointments using Microsoft Outlook.
• Coordinate the use of the conference room(s).
• Coordinate logistical details of travel for faculty and staff as assigned.
• Process invoices; submit for approval via Workday, ensuring all required documentation is included and appropriate budget information submitted.
• Process reimbursements for department faculty and staff via Workday. Collaborate with Business Services regarding discrepancies or support.
• Facilitate technology/office space setup for new employees. Communicate with Campus IT, College IT and College Business Services for proper setup prior to employee start date.
• Manage department electronic personnel files (Appointment letters, CV, correspondence, etc.)
• Prepare meeting agendas, materials, handouts and minutes as needed. Attend meetings, document meeting notes and update relevant information as necessary.
• Prepare, review, and coordinate correspondence, presentations, and reports.
• Maintain and modify a variety of spreadsheets; perform data entry and prepare related reports as requested.
• Create, compose, and edit technical and/or administrative correspondence, documents, manuscripts, schedules, agendas, and meeting minutes using advanced word processing techniques.

20% Office Support:

• Using independent judgement, respond to inquiries regarding services, policies and processes to internal and external constituents, both in person and via email.
• Maintain office supply inventory, including ordering and receiving office supplies, equipment, and other items as requested or required. Maintain accurate inventory data and generate inventory reports for the department.
• Submit requisitions for technology equipment needs such as laptops, docking stations, monitors, etc.. Collaborate with Business Services on processing of specific needs.
• Assist faculty and staff, as necessary, in the operation of office machines. Request parking permits for department guests and special events.
• Copy, sort, and distribute documents as requested to faculty, staff, and other campus departments.
• Serve as back-up to the reception desk during breaks, meal periods and during leave as required.
• Submit facilities work orders. ​

5% Other:

• Perform other related work as required

Required Qualifications:

High school graduation or equivalent AND two years of full-time clerical experience OR equivalent education/experience.

Additional Requirements:

• Demonstrated strong computer skills including proficiency with Microsoft Office Excel, Outlook and Word.
• Demonstrated excellent written and spoken communication skills.
• Demonstrated skills relating to attention to detail.
• Demonstrated ability to present themselves in a professional manner in all forms of communication.
• Demonstrated experience preparing correspondence, reports and/or presentations.

Preferred Qualifications:

• Demonstrated experience working in a reception or front desk setting.
• Demonstrated experience providing support to an individual or group of individuals at the executive, senior leadership, director, and/or manager level.
• Demonstrated experience interacting with executives and/or management in a professional environment.
• Demonstrated experience in the healthcare industry.
• Demonstrated experience working in the higher education industry.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Department of Medical Education & Clinical Sciences
City, State, Zip: Spokane, WA 99202
Department Link: https://medicine.wsu.edu/
Monthly Salary: Range #35, $2,890 - $3,734–Successful candidates typically begin at the beginning of the salary range and receive scheduled salary increment increases in accordance with WAC 357-28.
FTE: 100%
This is a Permanent position.
Screening Begin Date: November 28, 2022; position will remain open until filled.
Background Check: This position has been designated by the department to require a background check.

Application Instructions: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Applicants are required to include contact information for professional references within the application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements.
Required Documents:

1. Resume

2. Cover letter

Time Type:

Full time

Position Term:

12 Month

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or [email protected] .