Administrative Assistant, Primary Care/Research - Touro University New York
Middletown, NY 10940
About the Job
Overview:
The Administrative Assistant is responsible for assisting with clerical, administrative, coordination, operations, and secretarial functions required for the effective operation of the TouroCOM Middletown Primary Care and Research departments
Responsibilities:- Research Department
- Facilitate communication between the Assistant Dean for Research, Administration, Faculty and Students
- Record minutes and maintain compliance files of Research Committee and Biosafety Committee
- Perform ordering of laboratory equipment and supplies for campus researchers and associated budget duties as directed
- Assist Research Technician with receiving of lab deliveries and organization of campus research lab supplies/storage
- Submit student conference travel reimbursement paperwork
- Provide administrative support to the TouroCOM Middletown Research Incubator tenants
- Prepare the semi-annual report to Touro University Environmental Health and Safety Department regarding chemicals in research laboratories
- Maintain compliance files of research laboratories, including biosafety records and documents
- Coordinate safety training of faculty investigators and students
- Assist investigators in obtaining quotes for supplies and services
- Direct the update of maintenance contracts for all lab equipment
- Conduct and record weekly tests of eye-washing stations
- Support the annual Research Day activities
- Compile faculty and student publications and poster presentations
- Learn Institutional Review Board procedures and policy to aid in research faculty successfully submitting IRB proposals
- Perform other duties as assigned by the Assistant Dean for Research
- Primary Care Department
- Assists with general correspondence, memoranda, and testing
- Assists in administration of practical exams, labs and OSCEs
- Assists with maintaining the departmental file and records including the departmental database
- Assists with iClickers and ExamSoft
- Assists with using the CAE/Learning Space system for OSCE administration
- Assists with preparing classroom material and storing all equipment after use
- Duplicates and distributes materials
- Assists in coordinating student work and schedules
- Updates course documentations and lab manuals
- Assists in preparing student and faculty materials
- Compiles weekly folders for Primary Care Department
- Breaks down, organizes, and files materials from weekly Primary Care Department folders.
- Assists in ordering of materials, maintaining records of transactions, requisitions, purchase orders
- Obtains quotes from vendors
- Records student grades and attendance in Excel document or other database.
- Prepares for meetings, transcribes and distributes minutes
- Composes and edits correspondence and other documents
- Assists in processing personnel items
- Assists in processing departmental timesheets and work process
- Keeps all materials confidential as required by FERPA (school and departmental policy)
- Assists in training other employees as appropriate
- Other duties as assigned by Associate Chairs
Education/ Experience
- Associate in Arts preferred
- At least 3 years administrative experience
Knowledge/ Skills/ Abilities
- General administrative duties required
- Overall business acumen, ethical decision making, and relationship management skill required
- Exceptional analytical, problem solving skills, collaboration, and matrix management skills required
- Demonstrated proficiency in communication (written and verbal) required
- Proficiency in Microsoft Office Suite, especially Word, Excel, Power Point, and Outlook.
- Ability to learn and utilize the iClicker System, ExamSoft, and CAE programs.
- Proficiency with updating and organizing information in cloud storage (e.g. Box)
- Ability to learn and execute new computer software, learning management and programs as needed.
Physical Demands
- Extensive Use of Computers
- Extensive time sitting and standing
- Able to lift up to 10 lbs.
Source : Touro University New York
