Administrative Associate 3-Admin College of Medicine
University of Tennessee, Knoxville
Memphis, TN
Full-time
Administration / Clerical
Posted on April 30, 2024
Market Range: 06
Hiring Range: $19.67/ Hourly
JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: The Administrative Associate 3 provides administrative and clerical assistance for the College of Medicine's Associate Dean for Student Affairs & Admissions, the Assistant Deans for Student Affairs, and the Student Affairs Manager. This position is the primary point of contact for students, faculty, and administrators visiting and corresponding with the Office of Student Affairs. The primary objectives are to carry out a broad range of administrative assignments in accordance with the policies of the University of Tennessee Health Science Center.
DUTIES AND RESPONSIBILITIES:
1. Manages incoming correspondence and disseminates to appropriate recipients; processes communication for the Associate Dean, Assistant Deans, and Student Affairs Manager.
2. Schedules and accepts appointments with students, faculty, administration, and IT personnel for student-related issues.
3. Manages the departmental and Associate Dean’s calendar and event scheduling. Sets up events, creates presentations, and takes meeting notes.
4. Collates information from evaluations and prepares Medical School Performance Evaluation drafts.
5. Coordinates and implements career planning activities and workshops for first, second, third, and fourth-year medical students, focusing on the professional developmental needs of students, maximizing the potential for success during their undergraduate and post-graduate education.
6. Refers and schedules students for advanced academic, personal, career, and financial counseling sessions with Associate and Assistant Dean of Student Affairs.
7. Assists in student activities throughout the year - MPOWER (faculty/peer mentor events), graduation, parents' reception, Match Day, Caduceus Ball, Residency Exploration Day, Student Clinicians Ceremony, and Cannon and Hand Scholarship lunches.
8. Prepares travel forms for the Office of Student Affairs, student organization national conferences, and regional meetings for non-UT guests traveling under the auspices of the Office and/or College of Medicine.
9. Maintains and manages electronic filing systems of confidential and non-confidential correspondence and reports.
10. Performs other related duties as assigned.
Qualifications :
MINIMUM REQUIREMENTS:
EDUCATION: High School Diploma or GED.(TRANSCRIPT REQUIRED)
EXPERIENCE: Four (4) years of administrative experience at the executive level; OR Associate’s Degree and two (2) years of experience at the executive level; OR Bachelor’s Degree will be accepted in lieu of experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Excellent organization, verbal and written communication skills.
- Ability to work independently with little to no supervision.
- Ability to maintain confidentiality when handling student matters, correspondence, and meetings.
- Excellent computer skills including proficiency in Microsoft Office, Microsoft PowerPoint, Microsoft Teams, Zoom, and IRIS.
- Attention to detail with a strong work ethic.
