Administrative Assistant Large Animal Medicine

Administrative Assistant for Large Animal Medicine

Position Summary:

The Administrative Assistant will assist Large Animal Hospital faculty/clinicians with preparation of documents including requisitions for purchase orders, grants and contracts, travel and expense forms, and any necessary classroom materials. The role maintains an orderly and professional office and reception area, interacting with clients in a timely and professional manner, and reports to the section chief through the Director of the Large Animal Teaching Hospital.

• Provide excellent customer service in a courteous manner.
• Assist with preparation of research grants and proposals.
• Prepare requisitions for ordering supplies.
• Receive orders as they arrive.
• Maintain inventory of office supplies.
• Prepare travel and expense forms.
• Assist with preparation of classroom materials, including tests, syllabi, exams, and quizzes.
• Assist with completion of faculty evaluation forms.
• Assist in construction of annual reports, faculty work plans, and other instruments of evaluation.
• Receive, sort, and distribute incoming mail.
• Keep accurate time records for staff members.
• Record and file minutes for departmental meetings.
• Advise faculty members of scheduled meetings.
• Answer phone calls and direct them to the appropriate faculty or staff member.
• Assist faculty members in making and scheduling client appointments.
• Assist with filing and data entry.
• Retrieve information from files for college and departmental reports.
• Assist faculty members, interns, and students with accurate entry of records into Ezy Vet.
• Use correct grammar and business forms in written communications.
• Perform other duties as assigned by supervisors.

• High school graduation or equivalent with courses or training in business practices and use of common computer programs (Word, Excel, PowerPoint, etc.).
• One year of clerical/secretarial experience.
• College/university degree or training in office procedures is desired but not required.

• Ability to operate standard office equipment.
• Ability to walk short distances.
• Ability to lift and carry parcels, packages, and other items.
• Ability to view a computer terminal.

• Knowledge of basic communication skills, including grammar, punctuation, and spelling rules.
• Ability to operate standard office machines (computer, copier, etc.).
• Knowledge of office procedures.