The Role
Coordinates departmental office operations and administrative workflows. Serves as the primary contact, manages calendars, prepares correspondence and meeting materials, supports exams and academic software training, assists with scheduling, surveys, accreditation, graduation clearance, supplies, student events, and records. Handles confidential information, creates SOPs, and supports academic policies and procedures.
Summary Generated by Built In
Position Summary:
Coordinates and manages office activities and workflow processes to ensure smooth efficient operations within the department. Performs administrative support duties and makes work related decisions in accordance with existing policies and procedures.
Coordinates and manages office activities and workflow processes to ensure smooth efficient operations within the department. Performs administrative support duties and makes work related decisions in accordance with existing policies and procedures.
Essential Functions (Principal Duties and Job Responsibilities):
- Serve as the primary point of contact for the department, handling phone calls, emails, and visitor inquiries
- Manages the Academic Dean’s calendar
- Composes/edits academic letters and emails, including but not limited to letters of recommendation, good academic standing, enrollment verification, etc.
- Assists with development and proctoring of ExamSoft exams
- Assists with providing training for utilization of key Academic Affairs software applications
- Assists with creation and dissemination of course and instructor surveys
- Assists with development of class schedules
- Assists with gathering accreditation information
- Prepares meeting materials and take minutes
- Assists with processing graduation clearance
- Orders office supplies and maintain organization of supply room
- Orders student study/learning resources
- Assists with sign-in for student events
- Manages student time off
- Creates SOPs for office-related duties.
- Performs other related duties as assigned.
Knowledge, Skills and Abilities Required:
- Organizational skills to work with changing priorities and continuous workload
- Ability to manage multiple projects and designated office functions
- Ability to handle confidential and highly sensitive information
- Excellent verbal and written communication skills
- Strong composition and editing skills
- Knowledge of office procedures and proficiency in Microsoft 365
- Demonstrated knowledge of various virtual meeting platforms
- Ability to answer phone calls and direct them appropriately
- Ability to manage multiple outlook calendars
Knowledge, Skills, Abilities Preferred:
- Working knowledge of Workday, Blackboard, ExamSoft, and Simple Syllabus
- Comprehensive knowledge of School of Dentistry’s academic policies and procedures
- Ability to maintain filing and record keeping systems
Education and Experience Required:
- Bachelor's degree from an accredited college or university.
- Minimum of two (2) years of related experience in an increasingly responsible capacity as an administrative assistant or similar role
Education and Experience Preferred:
- Minimum of three (3) years of related experience in an increasingly responsible capacity as an administrative assistant or similar role in a school setting with adult learners
Skills Required
- Bachelor's degree from an accredited college or university
- At least two years of related experience as an administrative assistant or in a similar role
- Organizational skills and ability to manage changing priorities and continuous workload
- Ability to manage multiple projects and designated office functions
- Ability to handle confidential and highly sensitive information
- Excellent verbal and written communication skills
- Strong composition and editing skills
- Proficiency in Microsoft 365 and knowledge of office procedures
- Knowledge of virtual meeting platforms and ability to manage multiple Outlook calendars
- Working knowledge of Workday, Blackboard, ExamSoft, and Simple Syllabus
- Knowledge of School of Dentistry academic policies and procedures
- Ability to maintain filing and record-keeping systems
- At least three years of related administrative assistant experience in a school setting with adult learners
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The Company
What We Do
Meharry Medical College is the nation's largest private, independent historically Black academic health sciences center. It is a global center advancing health equity through innovative research, transformative education, and compassionate health services. Dedicated to improving the well-being of humankind, Meharry focuses on educating healthcare professionals to serve disadvantaged populations, continuing a nearly 150-year legacy of excellence in medicine, dentistry, and community service.
