Job Opportunities in Mexico
October 26, 2024
VCOM
Las Carolinas
OTHER
Administrative Assistant for Associate Dean for the Center for Simulation and Technology and Ultrasound Coordinator
Job Title: Administrative Assistant for Associate Dean for Center for Simulation
and Technology and Ultrasound Coordinator
Department: Simulation Center Date: October, 2024
FLSA: Non-Exempt Work Location: Carolinas Campus
Employee Category: Classified Staff Work Schedule: M–F 8:00am – 5:00pm
Reports to: Associate Dean for
Center for Simulation and Technology
Percent Employment: 100%
Direct Reports: N/A
I. Job Summary: Working under the supervision of the Associate Dean of Simulation and
Educational Technology, the full-time Administrative Assistant performs a wide range of
administrative and office support activities for the department. The Administrative Assistant
will provide quality administrative support by displaying sound judgment, accuracy,
diplomacy, confidentiality, and discretion. The duties include maintaining purchase orders,
department finances, inventory items, maintaining logistical support for research projects
and sub-departmental surveys. This position coordinates the ultrasound program, including
an elective course for fourth year osteopathic medical students.
II. Job Duties:
Administrative Assistant
1. Department Finances
a. Review, file, and code purchase orders
b. Review, file, and code staffing invoices
c. Log monthly credit card report
d. Monitor budget and non-budget items
e. Submit all financial documents to the Finance Department
f. Develop and maintain annual budget reports and requests for budget
changes
g. Meet with Associate Dean for Center for Simulation and Technology for
budget development
2. Inventory
a. Learn inventory management system
b. Assist in asset and stock inventory
c. Assist in ordering stock as needed
3. General
a. Submit Annual Staff Report
b. Participate in campus-wide events including White Coat Ceremony and Graduation
events
c. Assist department with tours of Simulation Center
d. Assist the Associate Dean in human resource issues.
and Technology and Ultrasound Coordinator
Department: Simulation Center Date: October, 2024
FLSA: Non-Exempt Work Location: Carolinas Campus
Employee Category: Classified Staff Work Schedule: M–F 8:00am – 5:00pm
Reports to: Associate Dean for
Center for Simulation and Technology
Percent Employment: 100%
Direct Reports: N/A
I. Job Summary: Working under the supervision of the Associate Dean of Simulation and
Educational Technology, the full-time Administrative Assistant performs a wide range of
administrative and office support activities for the department. The Administrative Assistant
will provide quality administrative support by displaying sound judgment, accuracy,
diplomacy, confidentiality, and discretion. The duties include maintaining purchase orders,
department finances, inventory items, maintaining logistical support for research projects
and sub-departmental surveys. This position coordinates the ultrasound program, including
an elective course for fourth year osteopathic medical students.
II. Job Duties:
Administrative Assistant
1. Department Finances
a. Review, file, and code purchase orders
b. Review, file, and code staffing invoices
c. Log monthly credit card report
d. Monitor budget and non-budget items
e. Submit all financial documents to the Finance Department
f. Develop and maintain annual budget reports and requests for budget
changes
g. Meet with Associate Dean for Center for Simulation and Technology for
budget development
2. Inventory
a. Learn inventory management system
b. Assist in asset and stock inventory
c. Assist in ordering stock as needed
3. General
a. Submit Annual Staff Report
b. Participate in campus-wide events including White Coat Ceremony and Graduation
events
c. Assist department with tours of Simulation Center
d. Assist the Associate Dean in human resource issues.
4 . Support of the Associate Dean
a . Perform general office and administrative support duties including scan, copy, and
fax documents; prepare, edit, and proofread documents; send meeting
announcements and reminders; order office supplies for clinical faculty and staff per
request; and schedule appointments for the department
b . Utilize Microsoft Word, Excel, Power Point, Outlook, and the Internet proficiently
for creating documents, reports, surveys, databases, and sign-up systems to schedule
appointments for large groups. Proficiency in this area is a must.
c . Create, access and merge databases efficiently and accurately to provide information
as required to support the department and college. Assist with travel arrangements
and conference registrations.
d . Make hotel and flight reservations as needed; obtain directions; create event folders
with hotel and flight confirmations, directions, agenda, etc.
Ultrasound Coordinator
5. Student assistance
a. Send registration e-mail to each student
b. Create and maintain class registration.
c. Communicate with students regarding course dates, requirements, and structure
d. Monitor attendance and report absences to the Associate Dean
e. Reserve appropriate rooms and equipment for each session
6. Instructor support
a. Communicate with instructors about schedules and assist in securing instructors
for sessions
b. Request purchase of and provide essential instructional equipment
c. Assure accurate and timely reporting of instructor’s hours and invoices to the
Associate Dean
7. Equipment and supplies management
a. Maintain a log of ultrasound equipment
b. Establish a process of distributing and recovering equipment
c. Submit requests for ultrasound supplies
d. Keep maintenance records and service agreements up to date.
8. Support of the Associate Dean
a. Assist in the development and implementation of curriculum
b. Prepare course completion reports
c. Deliver completed reports to the Med-Ed and other departments
9. Perform other duties as assigned
III. Required Qualifications:
Skills required for this position include:
a . Perform general office and administrative support duties including scan, copy, and
fax documents; prepare, edit, and proofread documents; send meeting
announcements and reminders; order office supplies for clinical faculty and staff per
request; and schedule appointments for the department
b . Utilize Microsoft Word, Excel, Power Point, Outlook, and the Internet proficiently
for creating documents, reports, surveys, databases, and sign-up systems to schedule
appointments for large groups. Proficiency in this area is a must.
c . Create, access and merge databases efficiently and accurately to provide information
as required to support the department and college. Assist with travel arrangements
and conference registrations.
d . Make hotel and flight reservations as needed; obtain directions; create event folders
with hotel and flight confirmations, directions, agenda, etc.
Ultrasound Coordinator
5. Student assistance
a. Send registration e-mail to each student
b. Create and maintain class registration.
c. Communicate with students regarding course dates, requirements, and structure
d. Monitor attendance and report absences to the Associate Dean
e. Reserve appropriate rooms and equipment for each session
6. Instructor support
a. Communicate with instructors about schedules and assist in securing instructors
for sessions
b. Request purchase of and provide essential instructional equipment
c. Assure accurate and timely reporting of instructor’s hours and invoices to the
Associate Dean
7. Equipment and supplies management
a. Maintain a log of ultrasound equipment
b. Establish a process of distributing and recovering equipment
c. Submit requests for ultrasound supplies
d. Keep maintenance records and service agreements up to date.
8. Support of the Associate Dean
a. Assist in the development and implementation of curriculum
b. Prepare course completion reports
c. Deliver completed reports to the Med-Ed and other departments
9. Perform other duties as assigned
III. Required Qualifications:
- Education: Bachelor’s or Associate Degree, or equivalent experience
- Licensure or certification: None
-
Experience: One to three years prior experience in office management preferred
Skills required for this position include:
- Excellent interpersonal and communications skills
- Excellent presentation of self as a professional including dress, confidential
- Strong team player
- Commitment to company values
- High level of computer proficiency including but not limited to Microsoft Outlook,
- Must be highly organized and maintain organization in a busy and often chaotic
Preferences are given to candidates who have worked in academic environments.
Successful candidate will be subject to a criminal history background check.
Regular, reliable or predictable attendance is an essential function of the job.
IV. 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.
Physical demands: While performing the duties of this job, the employee is occasionally
required to sit; use hands and vision for office equipment such as computers; talk or hear;
moderate telephone usage. The employee must occasionally lift and/or move up to 30
pounds.
Work environment: Office environment. Outside travel required 0-5% of time. The noise
level in the work environment is usually minimal.
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 of
time 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.
V. VCOM Core Values: The employee is expected to adhere to all VCOM policies. VCOM
faculty/ staff are to maintain a positive attitude in all working relationships with all VCOM
departments, employees, medical students, prospective medical students, interns and
residents.
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