Oversees and provides professional administrative support for the Community Partnerships department.
Duties:
Oversees records maintenance, to include but not limited to inventory, personnel, and office files.
Submits all paper PAF, EPAF, EDR, travel, and PET's.
Update time supervisor approver in PeopleSoft, assign required trainings, and run reports.
Assists with developing, implementing, and interpreting policies and procedures, ensuring compliance with Federal, State and University policies and regulations. Under the direction of supervisor, support all administrative duties to support the expansion of community preceptors for the College of Medicine.
Assists with coordination and planning of program hosted events and programs/logistics.
Selects, supervises, trains and evaluates performance of assigned staff.
Coordinates and executes department events.
Assists with coordination and planning of program goals, grant timelines, and logistics.
Provides support with purchases, travel, policies and procedures, awards, funding requests, and reimbursement requests.
Initiates affiliation agreements for external community partnerships for the College of Medicine and School of Community Medicine. Reviews contracts and works with internal and external partners to execute affiliation agreements in a timely manner. Implements a tracking system for affiliation agreements and process renewals prior to the expiration date. Works closely with the legal team, the Senior Associate Dean and the Contract Specialist to process agreements. Establishes and maintains an on-going reporting process and provides updates to requesting departments.
Maintains a database of external community partner faculty appointments and board certification status. Reviews documents of appointees and maintains up-to-date information. Notifies supervisor of changes in certification requirements and requests updated information from community preceptors as needed.
Attends meetings, workgroup sessions, seminars and conferences as needed. Manages direct supervisors' calendar and meeting requests and acts as a representative for direct supervisor for meetings on occasion. Processes travel reimbursement for direct supervisor and manages travel requests. Represents the Community Partnerships department for internal and external meetings as needed.
Performs various duties as needed to successfully fulfill the function of the position
Required Education: High School Diploma or GED, AND
12 months office, clerical or administrative experience.
Skills:
Working knowledge of office procedures.
Ability to use a computer and calculator.
Knowledge of Microsoft Office Suite (Outlook, Excel, and Word)
Excellent interpersonal skills.
Ability to work as a team member.
Ability to complete tasks in an efficient and timely manner.
Must be detail oriented.
Ability to multitask, be organized, and self-motivated.
Ability to communicate verbally and in writing.
Basic math skills.
Physical Requirements:
Physical: Sit for prolonged periods. Use of a computer. Manual dexterity. Communicate effectively. Engage in repetitive motion.
Environmental: Standard Office Environment
Departmental Preferences:
Solid understanding of contracts and/or legal terminology preferred.
Advanced skills in MS Office, including Excel, preferred
Bilingual, preferred
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