West Virginia School of Osteopathic Medicine Hiring for Office Administrator – Clinical Science at Lewisburg, WV Full Time

Office Administrator – Clinical Science

Unit/Division:

Academic Affairs

Scheduled Hours Per Week:

37.5 hours

FLSA Status:

Exempt

Job Description Summary:

Summary: The Office Administrator for Clinical Science provides complex, independent, administrative support to the Chairperson of the Department, relieving the Chairperson of administrative details. This position serves to increase the capacity of the Department Chairperson to carry out administrative duties and responsibilities and is to be considered as an augmentation of that administrative role, rather than as a separate entity. Administrative tasks assigned support the achievement of the department’s goals and objectives and involve knowledge and protection of confidential student, patient, and departmental information. Guidance provided affects employees and students, and decisions and recommendations made involve non-routine situations which follow established WVSOM and departmental policies, procedures, and protocols. This position supervises all department administrative support staff and serves as a liaison between the faculty and the department staff. This position manages, approves, and processes all members’ bi-weekly time and leave, including processing, producing, analyzing, and interpreting time and leave within the leave management system. This position inspects and confirms that all department employees’ vacation, sick, holiday, and holiday float accruals are accurate, are utilized appropriately and in a timely manner and according to WVSOM policy and State guidelines, determining adjustments as necessary with the WVSOM payroll office. Daily, this position is responsible for the collection, maintenance, processing, reporting, and security of extremely sensitive information for all department employees. This position reports to the Chairperson of the Clinical Science Department.

This is a full-time non-classified position with full state benefits and is exempt from FLSA provisions regarding overtime. Base salary is commensurate with the candidate’s education and experience applicable to the position. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require 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 at WVSOM.

The West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.

Minimum Education:

Bachelor’s

Skills Required:

Education and Experience:

• Successful candidate will have an earned Bachelor’s Degree though a combination of recent and relevant education and experience may also be considered for this position.
• Administrative Support or Office Management Experience; over 2 up to 3 years
• Supervisory Experience; over 2 up to 3 years
• Computer software experience, specifically Microsoft Office and database (Banner preferred); over 2 up to 3 years
• Database experience (payroll systems, Kronos, or related preferred); over 2 up to 3 years
• Experience with an online learning management system strongly desired; over 2 up to 3 years
• Customer service experience, 3 years
• Higher Education Experience Preferred: over 2 up to 3 years

Skills & Abilities:

• Solve problems and work independently
• Communicate effectively, verbally and in writing regarding complex information; must have very strong communication, presentation, and people skills and be organized.
• Apply judgment, discretion, and initiative in coordinating and performing many complex, administrative tasks, determine relative importance of and prioritize each, set deadlines, and complete projects accurately and in a timely manner.
• Analytical and critical thinking skills to define and resolve problems.
• Ability to consistently monitor employees’ time cards, leave requests, and that approvals are completed in a timely manner.
• Coordinate special projects from inception to completion.
• Carry out supervisory responsibilities in accordance with the State’s policies, institutional guidelines, and applicable laws. Ensure that all employees are motivated and guided to contribute fully to the realization of WVSOM’s mission, vision, goals, and objectives.
• Training skills for orienting and educating department employees in various programs.
• Learn all academic, administrative, and organizational functions, policies and procedures within the effected work area and to interpret and apply these policies to unique work situations.
• Identify appropriate applications of a wide variety of written policies and procedures in circumstances not clearly described by available guidelines.
• Establish and maintain a cooperative working relationship with others. Be punctual, manage time effectively, and accept responsibility.
• Present a professional, positive appearance and attitude.
• Operate a personal computer with advanced skill in a variety of software packages, including, but not limited to, Outlook, Word, PowerPoint, Excel, Banner, WVOASIS, UKG/Kronos, OneDrive, Moodle, SharePoint, online educational environment for curriculum delivery, and exam and testing software.
• Ability to organize information and maintain integrity of confidential information. This position regularly encounters a great deal of highly sensitive information which includes faculty, staff, and students.

Duties and Responsibilities:

General Duties and Responsibilities:

• Functions as a liaison between faculty members and administrative staff
• Promotes effective communications within the department and with external constituents, and serves as a source of information on departmental roles and responsibilities.
• Supervises and orients all administrative support staff, which includes the completion of annual staff evaluations.
• Provides insight and guidance to search committee members; voting member of search committee responsible hiring of all department administrative staff. Includes review and selection of applicants, interviewing candidates, creating and reviewing candidate assessments, as well as recommending candidate(s) to the Department Chair for approval for hire.
• Performs duties of the Administrative Secretary Senior, as necessary, to assist faculty members in absence of their assigned secretary.
• Initiates, coordinates, and manages annual faculty evaluation process for the department, including scheduling faculty evaluation meetings with Chairperson, calculating and completing faculty summary cover letters and all required documentation for final review/signatures; and submitting packets to the Associate Dean for Predoctoral Clinical Education and the Vice President of Academic Affairs/Dean.
• Uploads Promotion and Tenure (P&T) packets to secured SharePoint site.
• Initiate, create, and coordinate annual admissions interviews, IPE, Bootcamp, OSCE grading and CEC schedule for all clinical faculty and staff. Including ensuring that all faculty sign up for their allotted number of slots, maintaining the schedule of interviews, and resolving any scheduling conflicts that arise with the schedule during the year.
• Coordinates, organizes, and completes data entry of bi-annual CMEs to AOA website, or more frequently, as needed.
• Arranges, implements, and participates in, as directed, conferences, workshops, special events, receptions, examinations, labs, health fairs, committees, or other meetings, etc.
• Position obtains and returns all WVSOM equipment upon an employee’s separation from WVSOM. Provides guidance and responds to inquiries from Human Resources, Benefits and Payroll, Office of Business Affairs, and all other relevant departments.
• Represents Chairperson at committee meetings as needed.
• Assists in the management of all department members’ calendars/schedules.
• Composes and/or edits correspondences, reports, forms, charts, or other documents for review and signature of the Department Chairperson, independently or in accordance with general instructions.
• Coordinates and executes purchasing for the department in accordance with established state and institutional purchasing policies and procedures. Prepares annual budget and reports for Department Chair approval. Maintains and reconciles budgets for the department
• Participates in training and professional development sessions to enhance job performance.
• Creates, maintains, and secures an Emergency Contact List for all department members, and provides information to Chairperson, as well as Academic Dean.
• Assists Chairperson, faculty, and staff with special projects as needed.
• Performs other duties as assigned or directed.

UKG/Leave Management System Assistance:

• Under the parameters set by the Chair of the Clinical Science Department, this position monitors attendance, requests and approves leave within the leave management system. Collecting necessary data for floating holidays for all members of the Clinical Science department.

Open Until Filled:

Yes

Special Instructions:

WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Tiffany Burns at [email protected]

Quick Link to Posting:

https://careers.wvsom.edu/postings/3145