Clinical Administrative Assistant IV

Description :

Job Description Summary :

This position has three components :

1) Under the direction of the Director of Clinical Education and the administrative leadership of CPM, the Administrative Assistant for Clinical & Academic Affairs provides general program support to CPM with an emphasis on the clinical curriculum.

Support includes : communication with the clinical coordinators and directors, maintenance of clinical contract expiration dates, submission of clinical contract request forms (CCRF’s), oversight of student submissions of clinical rotation prerequisites, maintenance of student clinical records and overall clerical support of the department.

2) Under the direction of the Administrative Coordinator, the incumbent will work to support the operational, academic, support services and technical aspects within the College of Podiatric Medicine.

3) Under the direction of the Graduate Placement Director and Clerkship Coordinator, the incumbent will be responsible for coordinating the placement of CPM students into clerkship and residency training programs.

Duties and Responsibilities :

Job Duties and Accountabilities :

An Asterisk (*) denotes an essential job function for ADA purposes.

Administrative Support for the Clinical Departments 55%

Provides day-to-day clerical support for the Director of Clinical Education and for clinical faculty.

Manages and oversees student onboarding for all clinical rotations.

Manages confidential reports and documents.

Orders supplies for clinical labs and rotations.

Maintains and operates the CPM autoclave, including the collection and processing of student instruments.

Manages paid contracts for clinical sites.

Coordinates CCRF’s with the SMU contracts specialist, ensuring that all clerkship contracts are current.

Assists with OSCE examinations.

Helps maintain student clinical logging records.

Assists students with logging processes.

Ensures that clinical grades are properly recorded with the Administrative Coordinator.

Manages the core program application process.

Coordination of clerkship and residency applications 20%

Assists students with clerkship and residency applications and placements.

Timely communication with program coordinators in submission of onboarding documentation for student clerkship rotations.

Coordinates professionally and timely with AACPM staff and attends bi-annual virtual meetings. Uploads and monitors student applications to clerkships and residencies.

Coordinates bi-annual meetings for the CPM core directors.

Creates and distributes the annual clinical rankings for students.

Administrative Academic and Support Services 20%

Provides support when needed by the CPM Administrative Coordinator - proctors examinations when requested.

Responsible for general reception of students and the public.

Helps to support the general office and operational functions of CPM.

Reconciles clinical purchase orders and coordinates invoices for payment with the Administrative Coordinator.

Helps with the annual CPM fixed assets survey and helps conduct annual equipment inventory. Monitors and coordinates travel plans.

Assists the CPM Administrative Coordinator with CPM events.

Manages the general clinical inbox and ad hoc inquires.

Manages clinical files storage in Teams.

Helps update policies and procedures.

Learns the basic functions of the CPM Administrative Coordinator to help provide redundancy of that position.

All other duties as assigned 5%

Skills and Abilities :

Must be a highly functional and informed person who is courteous, a sincere listener a good communicator, and capable of establishing a positive and supportive rapport with students, faculty and staff members.

Must be able to problem-solve and work well as a team player.

Must be able to function independently in an environment where multiple priorities have to be handled simultaneously and where priorities change frequently.

Must have keen judgment skills and be able to independently manage and resolve student and faculty issues, concerns and complaints in an effective and timely manner.

Must have intermediate / advanced computer experience and competency in the use of Microsoft Office software including Microsoft Word, Excel, Access, and Outlook.

Ability to read and follow through with written and verbal instructions.

Ability to communicate in writing with appropriate grammar, spelling and formatting.

Organize and communicate thoughts, speak effectively with faculty and staff members, students and all other contacts.

Ability to handle privileged information in a confidential manner.

Ability to concentrate and effectively pay attention to minute details for extended periods of time to produce reports, studies, etc.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, decimals and percentages.

Ability to act and dress professionally.

May have to work after hours or during the weekend as needed.

Must be a team player who enjoys working with students, faculty and other staff members to solve new challenges and work toward strategic goals.

Required Education and Experience :

Bachelor's Degree preferred.

Three to five years of experience in a high-level administrative assistant position or experience in academic or health care setting.

Preferred Experience :

Academic program administrative work

Social media management

Learning management system software (Canvas)

Physical Requirements :

Able to lift, bend and flex the upper body.

Able to be sedentary for extended periods of time.

Able to go back and forth across campus and up and down the stairs several times per day.

Hand and finger dexterity for computer, calculator, copy machine and telephone use.

Able to receive detailed information through verbal and written communication and read and write complex documents.

Able to lift up to 30 pounds and push and pull carts.

Benefits of Working at SMU

Health, Dental, Vision Care

SMU offers a broad range of employee benefits including health, vision, and dental care; sick leave, vacation and holiday leave, 403(b) retirement plan, life insurance, flexible spending accounts, voluntary tax-deferred annuities, educational leaves, sabbatical leaves, tuition reimbursement, tuition remission on SMU courses, disability insurance, and more.

SMU offers HMO, EPO and PPO health insurance plans, Delta Dental coverage, and VSP vision coverage.

Healthcare Flexible Spending Account

A Healthcare Flexible Spending Account (FSA) is a pre-tax benefit account used to pay for eligible medical, dental, and vision care expenses that aren’t covered by your insurance plan or elsewhere.

It’s a smart, simple way to save money while keeping you and your family healthy and protected.

Dependent Care Flexible Spending Account

A Dependent Care Flexible Spending Account (DCFSA) is a pre-tax benefit account used to pay for dependent care services, such as preschool, summer day camp, before or after school programs, and child or elder daycare.

A DCFSA is a smart, simple way to save money while taking care of your loved ones so that you can continue to work.

Life Insurance

As a means of financial protection, basic life insurance is provided for employees. Insurance may be purchased to benefit-eligible employees in order to supplement additional basic life insurance coverage.

Employees that purchase supplemental life insurance may also purchase coverage for dependents.

Retirement 403(b)

A retirement plan that includes investment alternative and a matching contribution plan is available to all benefit-eligible employees.

The retirement plan rewards special contributions of the long-service employee by providing a measure of financial security during retirement.

You Are Welcome Here

SMU does not discriminate on the basis of race, religion, color, sex, pregnancy, ethnicity, national origin (including ancestry), citizenship status, familial status, disability, age, sexual orientation, gender, gender identity, veteran or military status, predisposing genetic characteristics, or any other protected category under applicable local, state, or federal law including protections for those opposing discrimination or participating in any resolution process within the University or within the Equal Employment Opportunity Commission or other human rights agencies.

Nondiscrimination is consistent with the principles and practice of the University and is in compliance with Title VII of The Civil Rights Act of 1964, as amended, Title IX of The Education Amendments of 1972, and section 504 of the Rehabilitation Act of 1973.