Overview
Gardendale ES – Administrative Assistant – 202 Day Jobs in Birmingham, AL at Jefferson County Board of Education
Job Summary:
Working under the supervision of the assigned Chairs, the full-time Administrative Assistant performs a wide range of administrative and office support activities for the department and/or supervisors to facilitate the efficient operation of the organization.
Job Duties:
a. Coordinate and maintain student and preceptor records for all departments, which include, but not limited to, rotation master schedules, rotation exam grades, student rotation logs, and preceptor files.
b. Work closely with Clinical Affairs personnel regarding student rotation schedules, exams, and student placement.
c. Interact with rotation site coordinators, preceptors, and their office managers.
d. Communicate monthly with third year students regarding their upcoming rotations.
e. Coordinate site visits and conference calls with core site preceptors (actual site visit once each year and followed by a conference call approximately six months later; to include preparation of meeting documents – agenda, student schedule and photos, composite evaluation on preceptors, and other necessary materials.
f. Ensure submission of all necessary faculty credentialing information (CV, state license, board certificate, etc.). Assist the Department of Clinical Affairs and the site coordinators in obtaining all documentation required for the appointment and reappointment of physicians within the departments.
g. Maintain and update office Outlook calendar for each discipline chair to coordinate workflow (lectures, meetings, site visits, labs, etc.)
h. Monitor and assist with maintenance of the departmental website pages.
i. Assure that each individual clinical site’s instructions are kept updated and accurate for student reference.
j. Maintain and update discipline syllabus when needed.
k. Input lecture exam questions into ExamSoft software.
l. Create and modify documents using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, including (but not limited to) preceptor payment invoices, master and individual site rotation schedules, site instructions, and yearly department newsletters.
m. Support staff in assigned project-based work.
n. Assist in special events, such as VCOM Hospital Day, White Coat Ceremony, and graduation.
o. Other duties as assigned.
Required Qualifications: Bachelor’s degree from Accredited Institution
Skills required for this position:
Knowledge of principles and practices of basic office management and organization, including information gathering and monitoring
Be highly organized, detailed-oriented, and able to multi-task in a fast-paced environment
Ability to work well either alone or as part of a team
Excellent interpersonal and communications skills
Strong team player
Commitment to organization’s values
Knowledge of Microsoft Office, telephone protocol, and email applications
Preferences are given to applicants who have the following skills or attributes: Experience with medical terminology and operation of medical education protocol and operations.
Successful candidate will be subject to a criminal history background check.
Regular, reliable, and predictable attendance is an essential function of the job.
Working Conditions and Efforts: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position requires a rapid pace, some days with long hours to meet expectations, long distance driving to rural sites, and the ability to organize, interpret, and utilize a large volume of information.
Physical demands: While performing the duties of this job, the employee is required to ambulate (may be with use of assisted devices); sit, stand (or accommodate for standing); use hands and vision for teaching; use office equipment such as computers; speak to large and small groups of individuals for teaching; perform moderate telephone and poly-com communication/usage; occasionally be required to lift and/or move up to 50 pounds; drive distances up to five hours or to fly on occasion to other campuses or meetings.
Work environment: Office environment. Outside travel required 0% to 5% of time. The noise level in the work environment is usually minimal, however the reception area with frequent visitors, phone calls and discussions may be distracting.
This position is classified as a non-exempt position because it does not require that the candidate/employee exercise independent judgement and discretion regarding matters of significance.
Employment with VCOM is “at-will”. This means employment is for an indefinite period and it is subject to termination by the employee or by VCOM, with or without cause, with or without notice, and at any time. Nothing in this position description or any other policy of VCOM shall be interpreted to be in conflict with or to eliminate or modify in any way, the “at-will” employment status of VCOM employees.
VCOM Core Values: The employee is expected to adhere to all VCOM policies. As the environment is a professional college, VCOM faculty / staff are expected to dress and behave in a professional manner at work. VCOM faculty / staff are expected as VCOM employees, to be a person who obeys all laws and professional expectations of an upstanding citizen of the community. VCOM expects all employees to maintain a positive attitude in all working relationships with all VCOM departments, employees, medical students, prospective medical students, interns, and residents and to treat all other engaged in the duties of the employment, with mutual respect.
I am notified that the College is an equal opportunity employer and does not discriminate on the basis of age, sex, sexual orientation, ethnicity, religion, or disability.
I have been made aware of the College’s most recent campus safety report, the location of the college policies and procedures document, and the appropriate handbook for my position. I recognize my responsibility to be aware of the policies and procedures and I am in agreement to follow the policies and procedures as written.
I have read and understand this explanation and job description. I also understand that the job duties and description or the existence of the need for the position may be changed at any time as required by the College where growth of the institution or change in direction for the institution may change the duties of my department or the need for the position.
Job Type: Full-time
Pay: $38,000.00 – $43,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Health insurance
Life insurance
Paid time off
Retirement plan
Tuition reimbursement
Vision insurance
Schedule:
Monday to Friday
Ability to Commute:
Auburn, AL 36832 (Required)
Ability to Relocate:
Auburn, AL 36832: Relocate before starting work (Required)
Work Location: In person
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Title: Gardendale ES – Administrative Assistant – 202 Day
Company: Jefferson County Board of Education
Location: Birmingham, AL
