Job Description

The Kirksville College of Osteopathic Medicine announces the opening of a Temporary Administrative Assistant in its Still OPTI Department at its Kirksville, MO location. The ideal candidate must provide high-level administrative support to Still OPTI leadership and members relative to initiating and maintaining accreditation, new graduate medical education development, and delivering osteopathic educational resources. This is a fast-paced position requiring someone who is a self-starter, can easily adapt to unplanned job tasks, reviews his/her work for accuracy and clarity, and strives to improve processes for greater efficiency. Candidates must possess the ability to write, speak, and interact with others clearly, concisely, and professionally. A creative and self-motivated individual who is able work with little to no supervision is preferred. Pleasant disposition, a sense of self-awareness, and the ability to realize how personal actions affect accomplishments of institutional goals is a plus. Must be able to handle challenging situations with tact and ease.

Job Duties Include:

  • Greet members and guests promptly and professionally 
  • Duplicate and disseminate informational materials
  • Handle logistics for organizing meetings and events
  • Maintain office archival systems, and sort mail
  • Manage team members' calendars and schedule meetings
  • Manage resident and faculty roster data, assist with mailings, data entry, and other clerical tasks
  • Draft, format, and accurately proof-read letters, basic reports, spreadsheets, and other documents
  • Oversee social media accounts to promote Still OPTI and foster bi-directional communication for increased visibility.
  • Attend and participate in a variety of professional meetings
  • Prepare agendas and record meeting minutes
  • Research and compile information to assist and support Executive Director and Associate Dean
  • Coordinate travel and itineraries for Associate Dean and Executive Director
  • Prepare travel reimbursement expense reports, reconcile credit card statement transactions, and prepare purchase orders and check requests
  • Process and monitor financial transactions
  • Summarize budget expenditures
  • Prepare monthly newsletter
  • Maintain website to reflect upcoming events
  • Upload recorded lectures and new resources, and create new webpages
  • Develop and maintain databases for accreditation oversight and scholarly activity funding
  • Provide accreditation information to accreditation oversight bodies (ACGME and AOA) and download/upload information in Fileworks software for AOA.
  • Assist Executive Director and Associate Dean with data collection and materials preparation for Annual Institutional Review, OPTI Annual Report, and accreditation-related site inspections
  • Schedule OPTI Annual Meeting and other quarterly or annual events
  • Collaborate with Continuing Education to finalize all aspects of OPTI workshops
  • Manage all logistical aspects of OPTI-hosted events
  • Create and edit presentations for Still OPTI committee and board meetings - may participate in presentations
  • Order and stock office supplies
  • Other duties as assigned

Skills / Requirements

  • 3+ years administrative experience in corporate or university setting
  • Must know how to take accurate meeting minutes
  • Exceptional customer service skills, over the phone and in person, with our members and internal departments
  • Must possess strong communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents and information using tact and discretion
  • Ability to manage multiple tasks and meet deadlines under pressure.
  • Ability to independently and accurately prepare correspondence and basic reports.
  • Ability to use sound and independent judgment, think critically, and be a quick thinker.
  • Knowledge of MailChimp, Wordpress, Facebook, Twitter, and Google Apps preferred
  • Knowledge of principles and practices of filing and record keeping
  • Prior experience in graduate medical education preferred

*Qualified applicants must send a completed ATSU employment application, cover letter, and resume to hr@atsu.edu

Application Instructions

A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex (including pregnancy), gender, sexual orientation, gender identity, age, disability, or veteran status in admission or access to, or treatment or employment in its programs and activities. Dating violence, domestic violence, sexual assault (e.g., non-consensual sexual contact/intercourse), stalking, harassment, and retaliation are forms of discrimination prohibited by ATSU. Any person with questions concerning ATSU’s nondiscrimination policies is directed to contact:
Missouri campus – Donna Brown, assistant vice president of human resources (660.626.2790; dbrown@atsu.edu), 800 West Jefferson Street, Kirksville, MO 63501
Arizona campus – Tonya Fitch, director of human resources (480.219.6007; tfitch@atsu.edu), 5850 East Still Circle, Mesa, AZ 85206

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