Meharry Medical College
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.
Specific Duties:
* Coordinates and manages office activities. * Maintains faculty calendars. * Maintains files and records. * Schedules classroom arrangements. * Takes minutes for meetings. * Routes documents to Dex Imaging Copy Center. * Receives/routes incoming mail and prepares outgoing mail. * Composes and prepares various correspondences. * Assists with Board of Trustees reports and other documents. * Assists with faculty leave requests. * Assists with faculty evaluations. * Makes faculty travel arrangements and prepares expense reports. * Assists with the budget process and managing the departmental budget. * Submits the AMEX summaries monthly to Business Office for review, and the full AMEX reconciliation packet (RFD and receipts) to the Travel Department. * Works with new faculty to submit Appointments, Promotions, and Tenure documents in Interfolio. * Maintains supply and equipment inventories. * Prepares Purchase Requisitions for orders. * Prepares Requests for Funds Reimbursement (RFD). * Submits work orders to Campus Operations. * Submits work orders to IT HelpDesk. * Submits final semester grades in Banner. * Submits mid-semester grades to Academic Affairs. * Submits Change of Grades Forms to Academic Affairs. * Posts examinations in quizzes in ExamSoft. * Assists with proctoring examinations as needed. * Calculates didactic and clinical grades as needed. * Posts course and clinical teaching materials on Blackboard. * Manages Patient Referral Forms for clinical students. * Prepares and submits monthly student clinical progress reports for faculty. * Verifies students' clinic requirements for graduation. * Acts as liaison between department chairs, faculty, students, patients, and staff. * Attends training courses, seminars, conferences, and other classes to increase competence. * Medical Consult Forms * Adopt A Grandparent Application Process
Essential Functions (Duties and Responsibilities) - Assign a percentage to each essential function (equal to 100%):
* Assist with management of daily operations of the Departments of Oral Diagnostic Sciences and Research by assisting in developing administrative goals and priorities for long-range strategic planning, communicating, implementing, interpreting, revising policies and procedures, and maintaining filing system as appropriate. * Serve as the department(s) initial point of contact for phone inquiries, facilities, maintenance, and IT needs/requests * Assist in planning and organizing departmental meetings, special events and activities. * Prepares and composes special project reports, correspondence of a confidential and complex nature, letters, memoranda, and other documents. * Responsible for maintaining the Department Chair's calendars * Initiates and follows up on travel requests, checks requests, requisitions, orders, promotional materials, and purchases. Reconciles credit card purchases. * Assists Institutional Program Manager with electronic databases which include, but not limited to: New Innovations/MyEvaluation, ERAS, WebADs, GME track and FRIEDA * Assists with website review and updates * Performs other related duties as assigned.
Knowledge, Skills and Abilities:
* Knowledge of administrative and principles, practices and methods and ability to maintain an organized work environment. * Skills in analyzing a variety of data, detail and task oriented; ability to manage and perform a variety of routine and complex assignments. * Ability to establish and evaluate effective working relationships with various levels of professional staff personnel. * Excellent organizational and interpersonal skills and telephone etiquette. * Ability to communicate effectively, both orally and in writing * Ability to organize work effectively and efficiently; Skill in using independent judgment for routine situations * Ability to independently compose correspondence, often confidential in nature, including letters, memos, presentations, and reports * Must be able to handle confidential data * Knowledge of CODA policies * Strong computer skills to include Microsoft Office and the ability to learn new software programs as needed in support of the role
Education and Experience Preferred: - Bachelor's Degree preferred, but not required - Three to four years of experience, preference for experience working in higher education, undergraduate medical education or graduate medical education, or hospital administration
Environmental Conditions and Physical Demands
- Usual office environment
- Use of both hands, manual dexterity
- Visual and auditory acuity
- Able to sit, stand or walk for extended periods of time
Specific Duties:
* Coordinates and manages office activities. * Maintains faculty calendars. * Maintains files and records. * Schedules classroom arrangements. * Takes minutes for meetings. * Routes documents to Dex Imaging Copy Center. * Receives/routes incoming mail and prepares outgoing mail. * Composes and prepares various correspondences. * Assists with Board of Trustees reports and other documents. * Assists with faculty leave requests. * Assists with faculty evaluations. * Makes faculty travel arrangements and prepares expense reports. * Assists with the budget process and managing the departmental budget. * Submits the AMEX summaries monthly to Business Office for review, and the full AMEX reconciliation packet (RFD and receipts) to the Travel Department. * Works with new faculty to submit Appointments, Promotions, and Tenure documents in Interfolio. * Maintains supply and equipment inventories. * Prepares Purchase Requisitions for orders. * Prepares Requests for Funds Reimbursement (RFD). * Submits work orders to Campus Operations. * Submits work orders to IT HelpDesk. * Submits final semester grades in Banner. * Submits mid-semester grades to Academic Affairs. * Submits Change of Grades Forms to Academic Affairs. * Posts examinations in quizzes in ExamSoft. * Assists with proctoring examinations as needed. * Calculates didactic and clinical grades as needed. * Posts course and clinical teaching materials on Blackboard. * Manages Patient Referral Forms for clinical students. * Prepares and submits monthly student clinical progress reports for faculty. * Verifies students' clinic requirements for graduation. * Acts as liaison between department chairs, faculty, students, patients, and staff. * Attends training courses, seminars, conferences, and other classes to increase competence. * Medical Consult Forms * Adopt A Grandparent Application Process
Essential Functions (Duties and Responsibilities) - Assign a percentage to each essential function (equal to 100%):
* Assist with management of daily operations of the Departments of Oral Diagnostic Sciences and Research by assisting in developing administrative goals and priorities for long-range strategic planning, communicating, implementing, interpreting, revising policies and procedures, and maintaining filing system as appropriate. * Serve as the department(s) initial point of contact for phone inquiries, facilities, maintenance, and IT needs/requests * Assist in planning and organizing departmental meetings, special events and activities. * Prepares and composes special project reports, correspondence of a confidential and complex nature, letters, memoranda, and other documents. * Responsible for maintaining the Department Chair's calendars * Initiates and follows up on travel requests, checks requests, requisitions, orders, promotional materials, and purchases. Reconciles credit card purchases. * Assists Institutional Program Manager with electronic databases which include, but not limited to: New Innovations/MyEvaluation, ERAS, WebADs, GME track and FRIEDA * Assists with website review and updates * Performs other related duties as assigned.
Knowledge, Skills and Abilities:
* Knowledge of administrative and principles, practices and methods and ability to maintain an organized work environment. * Skills in analyzing a variety of data, detail and task oriented; ability to manage and perform a variety of routine and complex assignments. * Ability to establish and evaluate effective working relationships with various levels of professional staff personnel. * Excellent organizational and interpersonal skills and telephone etiquette. * Ability to communicate effectively, both orally and in writing * Ability to organize work effectively and efficiently; Skill in using independent judgment for routine situations * Ability to independently compose correspondence, often confidential in nature, including letters, memos, presentations, and reports * Must be able to handle confidential data * Knowledge of CODA policies * Strong computer skills to include Microsoft Office and the ability to learn new software programs as needed in support of the role
Education and Experience Preferred: - Bachelor's Degree preferred, but not required - Three to four years of experience, preference for experience working in higher education, undergraduate medical education or graduate medical education, or hospital administration
Environmental Conditions and Physical Demands
- Usual office environment
- Use of both hands, manual dexterity
- Visual and auditory acuity
- Able to sit, stand or walk for extended periods of time