Midwestern University Sr. Administrative Assistant- AZCOM Dean's Office in Glendale, Arizona
The Sr. Administrative Assistant is responsible for supporting the AZCOM Dean’s Office and Clinical Education. This individual is responsible for processing a high volume of payment requests. The Sr. Administrative Assistant reports to the Assistant to the Dean of AZCOM.
Essential Duties and Responsibilities
Preceptor and Hospital Payment Processing:
Set up preceptors and hospitals for compensation in RMS Accomplishments Section in accordance with Affiliation Agreements.
Set up a hospital payment schedule from information in the Hospital & Other Payments binder. Place on your Outlook calendar for automatic reminders.
Initiate preceptor E-checks from Preceptor Payment Detail Reports.
Review and pay student rotation invoices received from hospitals. Create hospital invoices as required for payment. Follow-up with hospitals quarterly to ensure we are receiving their invoices in a timely manner.
Initiate E-checks for Medical Student Clerkship Directors payments in accordance with their signed contracts.
Initiate E-checks for Independent Contract Agreements and add Employee/Independent Contractor Determination Checklist, as needed.
Resolve payment-processing issues with Business Services, or preceptor sites.
Follow-up with accounts payable on returned (payment) checks.
Process W-9’s and other payment-related paperwork to assist with payment processing.
Provide reports related to payment duties for Dean of AZCOM, or Assistant to the Dean, as requested.
Cross train an assigned staff member to learn payment duties for coverage when on vacation
Other related duties that may arise
General Office/Administrative support:
Meeting preparation and minutes for preceptor review meeting, or another AZCOM committee, as assigned.
Enter and track student grade recusal forms for clinic faculty.
Data input/file maintenance, and preceptor evaluation input into Rotation Management System (RMS).
PPE oversight – ordering and distribution to students.
AZCOM Dean’s Office record retention and record purging, including the Dean’s student files. Assist with same in Clinical Education Department.
Back-up receptionist coverage including answering department phone, greeting and assisting students and visitors to the Clinical Education Department or Dean’s Office (lunches, absences)
Assist with CME or housing projects, as needed
AZCOM Dean’s Office file room maintenance; provide supply orders to designated staff person.
AZCOM Dean’s Office special event/project assistance as assigned by the Assistant to the Dean
Other duties, as assigned
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED required. One-year certificate from a college or technical school and/or Associate degree highly desired. A minimum of 3-5 years relevant work experience is required. The ability to build a positive rapport with many groups of internal and external stakeholders is required to be successful in this position. Experience working in a team and customer service-oriented environment. Excellent written and verbal communication skills.
This individual must have excellent organizational skills, as well as good interpersonal communication skills, both oral and written. Must be highly detail-oriented and have the ability to work well under pressure to manage multiple priorities and deadlines for themselves as well as Department members.
The individual must be professional in interacting with internal and external contacts. The individual must be a self-starter and able to maintain the confidentiality of student, faculty, and clinical preceptor information.
Computer proficiency in MS Office (Word, Excel, Outlook). Experience using Adobe Acrobat, Publisher and Canvas is helpful.
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.
The physical demands 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.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. Occasionally, the employee will be required to repeatedly lift and/or move up to 20 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
- High School or better
- A minimum of 3-5 years of relevant work experience is required.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)