Office Assistant IV

Position Summary

This position provides clerical and administrative support to the Simulation Center including its faculty, staff, students, standardized patients, and customers, and to facilitate the functioning of the unit. Compiles, verifies, processes and/or analyzes complex and/or specialized department information/data; independently renders decisions; interprets information; apprises customers of appropriate actions in order to facilitate the functioning of the department or unit. Duties include scheduling events and rooms, maintaining calendars, compiling and tracking information including hours worked for payroll purposes, purchasing supplies via P-Card, and creating disbursement vouchers.

The position is located at the Clinical Center (CSTA) Simulation Center in East Lansing, Ml, although develops materials for events and works with other Simulation staff both in Grand Rapids and East Lansing Simulation campuses. Simulation Center hours are variable; occasional nights/weekends may also be necessary so that ability to maintain a flexible schedule is required.

45% Simulation Operations and Business Functions:

• Receives, collects and processes complex and diverse information and independently renders decisions in order to contribute to information bases or request specific actions or to provide information for administrators, faculty, staff, SPs and external agencies.
• Prepares and/or assists in developing and compiling reports, including event planning documents, schedules, floor plans, debrief minutes, and survey results.
• Interacts with University personnel from other units and departments, students, external agencies and the public, in order to verify information and make judgments in order to ensure that records and resultant actions are correct, including onboarding new Temp/On-Call staff and Allied Health preceptor professionals.
• Schedules appointments and maintains unit administrator(s) calendar(s); maintains files and records applicable to the office, including any required travel.
• Facilitates, prepares, and distributes agenda materials and records minutes for regular and special meetings for unit administrators.
• Assists in preparing administrative reports; independently gathers data and information from a variety of sources and performs research as necessary to screen and relay sensitive information as needed.
• Completes a wide range of computer tasks, including reports, surveys, excel workbooks, tables, agreements and other documentation.
• Types, edits and proofreads correspondence, letters, proposals and other materials.
• Interprets policies and procedures to document and in response to inquiries and communicates or initiates necessary action.
• Prepares meeting rooms and audio-visual and other technology related needs.
• Orders and maintains inventory of office supplies in order to facilitate the functioning of the unit.
• Maintains and reconciles the bookkeeping records for multiple events in order to assist with budget planning, payroll, invoices, budget proposals, and forecasting. This includes:
  • Compiles biweekly Employee Time Sheet spreadsheet
  • Enters SP payroll into EBS
  • Verify and tracks weekly hour maximums for temporary and on-call employees
  • Troubleshoot SP/HCP payroll issues
• Researches and collects data in order to assist in the preparation of departmental reports.
• Completes project work independently in order to facilitate the functioning of the department or section.
• Purchase supplies using PCard
• Process disbursement vouchers (DVs) for special payment vendors or vendors who do not accept credit cards
• Create, record, maintain and reconcile monthly parking log
• Works to gather and submit SP/HCP paperwork to HR
• Enter and maintain SP/HCP information in Learning Space

45% Provide support for events/trainings

• Assist with and verify scheduling of simulated patient/HCP events; process event and training cancellations by communicating information from SP/HCPs to event Educator
• Coordinates and completes all event setup, including faculty materials
• Assist with compiling checkoff data/checklists
• Setup of task trainers, medical supplies, and materials as trained and required by unit
• Schedule and coordinate…