Administrative Associate - Clinical Sciences

Job Category: Non-Classified

Position Title: Administrative Associate - Clinical Sciences

Unit/Division: Academic Affairs

Location: WVSOM Main Campus, Lewisburg, WV

Scheduled Hours Per Week: 37.5

FLSA Status: Non-Exempt

The Administrative Associate provides complex, independent, administrative support to faculty members and the Office Administrator in the Clinical Sciences Department, following established WVSOM, governing board and departmental policies, procedures and protocols. Tasks include knowledge and protection of confidential student, patient, and department information. This position reports to the Office Administrator for the Department of Clinical Sciences.

This position will be a full-time, staff position with full state benefits and is non-exempt from FLSA provisions regarding overtime. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require early morning, evening and weekend scheduling. This position has been designated as essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations t Virginia School of Osteopathic Medicine is an equal opportunity employer.

Business/ Technical/Vocational School

Successful candidate will have:

• Business, technical or vocational school of up to 18 months beyond high school
• Office management or administrative support experience;
  Over 2 up to 3 Years
• Computer software experience (Specifically MS Office);
  Over 2 up to 3 Years
• Higher education experience preferred;
  Over 2 up to 3 Years

An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.

• Follow directions and make routine decisions with limited supervision.
• Learn all academic, administrative, and organizational policies and procedures within the affected work area and to interpret and apply these policies to unique work situations.
• Identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines.
• Learn the operations of the institution as it relates to an academic/ administrative environment. Coordinate many different administrative tasks, determine relative importance of and prioritize each, set deadlines, and complete projects accurately and in a timely manner.
• Be punctual, manage time effectively and accept responsibility.
• Organize information and maintain integrity of confidential information.
• Present a professional, position appearance and positive attitude.
• Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure, as well as office methods, procedures, practices, and protocol.
• Initiate, draft and prepare clear and concise correspondence requiring selection of materials and references from a variety of sources.
• Review clerical processes and identify deviations from applicable policies and procedures.
• Apply judgment, discretion and initiative in performing complex administrative work in a variety of subjects, programs or projects.
• Excellent interpersonal skills with the ability to communicate both orally and in writing complex information as well as to explain policies and procedures to others.
• Establish and maintain a cooperative working relationship with others.
• Utilizes various software packages, including but not limited to Outlook, Word, PowerPoint, and Excel.

• Maintains familiarity with established operating procedures as related to job responsibilities and initiates the action required to ensure that daily operations of the office run smoothly.
• Receives, greets and directs visitors to the department to the appropriate faculty member and/ or provides visitors with other appropriate information.
• Serves as a source of information in explaining WVSOM policies and procedures. Answers and screens telephone calls and communicates messages clearly and concisely and/or provides callers…