• Administrative Assistant II

    Location AN-Saint Maarten
    Job ID
    2018-99976
    Institution
    American University of the Caribbean (AUC)
    Department
    Administrative
    Employment Type
    Regular Full-Time
    FLSA Status
    No FLSA
  • Opportunity at a Glance

    This position is designed to provide administrative support to a campus “Department.” While this role may have a direct reporting relationship to a department, a rotation to other departments, to ensure the smooth operations of the Campus, are part of the job. Departments include, but are not limited to, BCM, Business Office, IT, Housing, Anatomy, Molecular & Cell Biology, Microbiology/Immunology, Pharmacology, Pathology and act as back-up to the Dean’s Office. This position will provide a wide range of administration, general clerical support, and analysis for the department. Adherence to our Culture of Care and compliance with our professional Code of Conduct are essential to success. This position will report directly into a Chair/Department Manager or Supervisor for the Campus. This position will have both student and colleague facing responsibilities.

    Responsibilities

    • Calendar Maintenance and Meetings. As directed, accept meetings, schedule meetings, coordinate invitations, both internal and external, for the Chair/Department Manager and in support of the department. Work with internal resources and external resources for proper conference space on campus or outside campus, including facilities and food coordination. The expectation is that this position will use discretion in prioritizing requests and invitations that may be received.
    • Campus Contact. Receive visitors, respond to general inquiries, both in person and in writing, and act as main point of contact with phone calls for the department. The expectation is that this position will maintain strong working relationships with students, colleagues and outside vendors and act as the “traffic controller” for the department.
    • Travel Coordination. As directed, coordinate travel for the Chair/Department Manager and in support of the department. Travel may include, but is not limited to, airline reservations, car rentals, directions, and appropriate destination contact information.
    • Administrative Support. Maintain accurate records, file as requested, create files, scan, copy, conduct basic on-line research, data base input and upkeep for the department in addition to providing support with e-mails, correspondence, memos, flyers, agendas and reports,
    • Expense Management/Purchasing/Accounts Payable. Assist the department in ensuring that invoices, purchase orders and any supplies required are ordered, inventory prepared, organized, and processed timely and appropriately according to our process and procedures. In addition, as directed, process expense reports for the department. This position may have limited access to budget tools for recording purposes.
    • Department Meetings. Attend, take notes and create meeting minutes for distribution, as directed.
    • Department Specific Initiatives: As needed, assist with the organization, administrative support, communication and distribution of department specific initiatives. This work may require the ability to analyze various data elements to create an overview of the assignment, from cost tracking to how we are utilizing our resources. While the position may not be assigned to all initiatives, or only portions thereof, the expectation is that this position will have exposure to department specific initiatives, or exposure as part of a rotation, to those iniatives. Examples include, but are not limited to, the following::
      • Curriculum. Assist with SepC, Proctoring, Echo 360, Student Attendance, ballot coordination, grade reports, liaison with SGA, Syllabus distribution and/or course requirements, and data input for on-line required student facing software (Angel, Blackboard, etc.)
      • Visiting Faculty. Assist with property/housing and landlord inventory information, communication assistance, both verbal and in writing, with local contacts, contract tracking, and act as main point of contact for challenges with housing between external and internal resources to ensure that our Campus provided housing is meeting the basic living requirements for Visiting Faculty.
      • Event Planning. Assist with the planning of Campus events, including Community Involvement (Examples: Symposium, White Coat, Student Mixer, Community Day etc.). This may include reaching out to vendors for promotional items or other tangible goods, maintaining an inventory, vendor communication, community organization contact, outside venue arrangements, transportation and coordination, and database entry and tracking.

    Qualifications

    - A High school diploma or equivalent required. Associate or Bachelor Degree preferred.

    - A minimum of 3 years experience in an office environment.

    - Fluent in English (written and oral)

    - Proven competency in critical thinking, accountability, attention to detail. organizational agility and information analysis

    - Proficiency or higher level in Microsoft Office Suite (Outlook, Word, Excel, Powerpoint) highly desired.

    - Ability to maintain confidentiality

    - This position will be expected to work independently, under general supervision.

     


    We are proud to be an EEO employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing. Thank you for applying for this outstanding opportunity today.

    Who We Are

    American University of the Caribbean School of Medicine (AUC) is an international medical school preparing physicians for careers in the United States, Canada, and worldwide. AUC was founded in 1978 and is fully accredited by the Accreditation Commission on Colleges of Medicine, which is recognized by the US Department of Education and the World Health Organization. AUC offers a diversity of students, primarily US citizens and permanent residents, with the opportunity to pursue a high-quality medical education. AUC graduates are practicing medicine in some of the most prestigious hospitals in the United States, with many earning Chief Resident positions and other positions of leadership.

    AUC employs a U.S. model curriculum, with two years of medical sciences taught at the St. Maarten campus, followed by two years of clinical sciences taught at affiliated hospitals in the United States and United Kingdom. AUC is known for its student–centered environment, a faculty passionate about teaching, and a commitment to giving students who have the desire, the persistence, and the intellectual capacity an opportunity to become outstanding physicians. In 2013, AUC achieved a first-time pass rate of 97 percent on USMLE, which is on par with the rate achieved by US and Canadian schools, and above the rate achieved by osteopathic schools (94 percent) and international schools (79 percent).

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