Academic Operations Specialist, CPM

BASIC FUNCTION:

Provides administrative support to ensure efficient operation of the College of Podiatric Medicine and department programs and projects. Reports to designated supervisor.

EXAMPLES OF DUTIES/ESSENTIAL FUNCTIONS:

Provide administrative support for all facets of department operations.

Coordinate clinical onboarding for all 3rd and 4th year clinical students.

Assist the associate director with the clerkship rotation and residency match processes. This may include providing students with information in writing and through class presentations.

Assist with the functional and day-to-day management of the clinical evaluation and logging platform. This includes providing support to faculty and student users, entering and updating student schedules, and performing other administrative tasks as necessary.

Assist the academic support staff as necessary with the creation of exams, the posting of exams to the testing platform currently in use, and with administering and proctoring exams.

Assist the department’s reporting specialist as needed with the distribution of student / clinical rotation surveys and reviews of student rotation patient logs and documents.

Coordinate the supply ordering and purchasing for the Academic Operations and Institutional Research department.

Coordinate immunization compliance for all students beginning and continuing with clinical rotations.

Serve as the primary back-up when the associate director or the reporting specialist is unavailable or out of the office.

Assist with training of other administrative support staff members as needed.

Perform related duties as required.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent plus eighteen months training or education in office administration or related area (or equivalent training or experience which provides comparable knowledge, skills, and abilities). A minimum of two years progressively responsible experience providing secretarial services in an office or business setting.

Knowledge Of:

FERPA and HIPAA
English grammar, spelling, and punctuation *
Office practices and procedures
Standard procedures for alphanumeric filing *
Letter formats
Basic bookkeeping/accounting procedures and terminology *

Skill In:

Keyboarding (i.e., 45 net words per minute)
Interpersonal communication to effectively interact with university personnel and the public in person and over the telephone (e.g., transmit directives and decisions, interpret and explain policies and procedures)
Written communication (e.g., to compose reports, non-routine correspondence, and memos)
Specific software may be preferred

Ability To:

Define problems, collect data, and draw valid conclusions
Establish methods to gather, collate, and classify information
Maintain accurate records *
Apply policies and procedures
Read and comprehend a variety of written material *
Train and provide effective work direction to other employees
Manage time effectively and set priorities *
Operate various office equipment
Proofread written information *
Perform basic mathematics (e.g., add, subtract, multiply, and divide whole numbers, fractions, and decimals, and to calculate percentages) *
Establish and implement office procedures
Learn and utilize specific software applications

Assessments:

Working Conditions/Physical Requirements:

Value Statement