MCPHS

  • Administrative Assistant

    Job Locations US-MA-Boston
    ID
    2018-3257
    # of Openings
    1
    Category
    Staff
  • Overview

    The Administrative Assistant provides administrative support for the School of Physician Assistant Studies, and is responsible for a broad scope of administrative support activities, which may include any of the following, as well as related tasks.

    Responsibilities

    • Serve as the first point of contact for the department; greet visitors and callers; triage incoming calls and inquiries 
    • Develop and maintain Excel spreadsheets
    • Manage databases; enter data; produce reports and charts
    • Develop Powerpoint slides and presentations
    • Prepare typed reports, memoranda and meeting minutes
    • Record notes at departmental meetings
    • Assist in maintaining efficient and effective communication between students, faculty and outside clinical sites
    • Arrange and coordinate room, catering, parking requests, and other provisions for departmental meetings, events and ceremonies
    • Supervise student workers
    • Maintain department files and records; scan, fax and photocopy documents
    • Assist in the preparation of exams and related course materials (e.g., course packs, syllabi, course evaluations), making classroom reservations and catering arrangements
    • Assist with the clinical placement of students, including collection of student forms and paperwork for student rotations
    • Assist in the distribution of teaching and administrative materials to faculty
    • Assist in the preparation of interim reports and self-studies for accreditation
    • Prepare and maintain files required by accrediting agencies; collect data to meet program accreditation-approved assessment plans; distribute surveys to employees and graduates.
    • Process Scantron forms of test, student course/lab and faculty/adjunct evaluations. 
    • Prepare itineraries and assist with coordination of faculty/staff candidate interviews. 
    • Make business travel arrangements for faculty or staff
    • Manage inventory of department supplies; generate and track purchase orders
    • Process invoices for payment; track department expenditures
    • Assist with office mailings; sort and distribute mail

    Additional responsibilities may be assigned by the supervisor.

    Qualifications

    Required:

     

    • A minimum of a high school diploma and two years of experience in an administrative support position in a professional setting
    • Proficiency with Microsoft Office (e.g., Excel, WORD, etc.)
    • Strong interpersonal skills and customer service skills
    • Strong organizational skills and attention to detail; ability to ensure accuracy of work
    • Ability to be reliable, punctual and efficient in job performance
    • Ability to understand vague and implicit instructions and to follow these instructions
    • Ability to work in a fast-paced environment, and to prioritize tasks and meet deadlines
    • Ability to manage confidential materials and maintain confidentiality when working on specific tasks or projects
    • Ability to promote an environment conducive to respect and accountability at all times
    • Ability to accept and use constructive feedback from colleagues and supervisors
    • Ability to exercise appropriate chain of command when needing to address issues/concerns
    • Professional appearance and demeanor

    Desired:

     

    • A bachelor's degree or equivalent experience
    • Evidence of success in a customer service role
    • Prior experience in a health care or academic setting

     

    MCPHS offers a competitive salary and excellent benefits that includes a substantial contribution toward the cost of medical and dental insurance, generous time off benefits, and a significant pension plan contribution. To learn more about our total rewards, please visit MCPHS Total Rewards.

     

    Apply

    Please attach a cover letter and a resume. No phone calls, please. Principals only. No relocation available. Finalist candidate(s) for this position will be subject to a pre-employment background check as a condition of employment. MCPHS University is an equal opportunity employer. Applicants who would enrich the University’s diversity are encouraged to apply.

     


     

    About Us

    MCPHS University, an innovator in health and professional education, is setting the pace in the health science fields. MCPHS has more than 7000 students across campuses in Boston’s Longwood Medical Area, downtown Worcester, MA and downtown Manchester, NH. Here, we are preparing future generations of global leaders and promoting systems to improve the health of the public.  In the midst of implementing an ambitious strategic plan that will bring us to our 200th anniversary in 2023, MCPHS offers meaningful work that benefits society overall, provides competitive salaries and comprehensive benefits, and fosters a sense of connectedness and collaboration among our employees. We are a fast-moving, data-driven educational institution with a strong entrepreneurial mindset.

     

    Come join us and be a part of a diverse community that is at the forefront of advancing the healthcare landscape! To learn more about working at MCPHS University, please visit Careers at MCPHS.

     

     

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