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Job: ASDOH - Operations Assistant

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Pay: from $15.46/hour

Vacation and Paid Time Off of 10 days of vacation annually. Paid Holidays. Medical Leave ATSU grants up to 10 days per calendar year for illness of short or temporary duration. After 1 Month of Service: Health Care Insurance The health insurance program is a comprehensive major medical program, which includes a pharmacy plan, and if elected, dental coverage. Three plan options are available and dependent coverage is available for the families of employees, with the University sharing in the cost of premiums.

Posted: 12/05/2017

Job Status: Full Time

Job Reference #: 1445

Job Description

The Operations Assistant will provide support for Director of ICSP, Director of Research, Associate Director of CE/Faculty Development, Associate Director of ASDOH Admissions & Global Oral Health, Associate Director of Education & Academic Progress, and administrative support for Vice Dean (ICSP and Anatomy related only).

Responsibilities:

  • Facilitate, process, manage and track all travel related aspects of ICSP for faculty, staff and students.
  • Plans ICSP activities which include; scheduling rooms, ordering lunches, obtain purchase orders and submit for payment, create and manages invite lists.
  • E*value administrator – will be expected to have excellent knowledge of E*Value to update records of students and adjunct faculty and sites.  In addition will be  asked to assist in grading and other reporting functions from E*Value including running reports on student and preceptor activity, compliance reports, create and manage the OSHA, HIPAA, and BBP coursework offered to students and report compliance to Director of ICSP.
  • Manage and maintain ICSP preceptor and site files both electronically and paper form.
  • Manage and report on all adjunct faculty compliance with CPR and licensing during staff meetings.  Will be expected to have updated list at all times.
  • Manage student tracking which includes CPR, licenses, immunizations and other rotation related documentation.
  • Works in conjunction with Director of ICSP during rotation selection process of D3 class to coordinate and confirm paperwork for rotations and student compliance.
  • During D4 year – track and management of ICSP Daily Procedure sheets, reporting any failing marks to Director of ICSP. 
  • Collect all rotation reimbursement paperwork for students, process and track amounts, scan documents in student file, and manage and track check distribution to students.
  • Coordinate and facilitate quarterly meetings for Research Committee – setup lunch, create/manage agenda, take notes and send out as follow-up for Director of Research
  • Provide administrative support to ICSP including but not limited to scanning, checking incoming electronic fax and distributing timely to appropriate owner, and providing backup for other administrators as needed.
  • Provide general administrative support for Director of Research, including scouting, room requests, copying, creating document drafts, and scheduling all ASDOH Research Committee meetings
  • Compile and arrange the annual report for ASDOH Student Research activities for printing
  • Issue credentialing and CE letters to staff, record and update records on ongoing basis to ensure faculty are always in compliance.
  • Assist with reviewing Dental application files for Admissions
  • Assist with setting up for Admissions interview days (folders, name cards, lunch orders, etc.) and be point of contact for applicants during admission interview cycle (setting up/cancelling/rescheduling  interview appointments)
  • Assist with updating applicant files (Admission MMI scoring sheets)
  • Maintain Continuing Education registration rosters
  • Maintain Continuing Education course and participant databases.
  • Create and distribute Continuing Education and Faculty Development certificates
  • Prepare and maintain course records and documents for Faculty Development
  • Manage the distribution and collection of skull heads for Head and Neck module – this includes being available for student pickup/drop off.
  • Purchase and ensure arrival of any anatomy needs for Head and Neck Anatomy module.
  • Attend and take meeting minutes for the ASDOH Research Committee quarterly meetings, for Admissions Committee meetings, and for ICSP meetings (update minutes on Google Drive)
  • Performs daily morning mail run to take and pick up mail from the main building
  • Prepare UPS, FEDEX and USPS outgoing mail
  • Backup for ASDOH general meeting support (scheduling, note-taking, minutes, lunch orders, etc.)
  • Other Job duties as assigned

Skills / Requirements

Three to five years experience  in a university or health care professional institution with computer entry, data management using spreadsheets, budget preparation/monitoring, and general accounting experience. Strong attention to detail and ability to work under pressure

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