Administrative Assistant for Clinical Affairs


Robby Hudson


Job Description

  1. ~~Serve as the receptionist for the division with attention to answering phones, relaying messages to the appropriate parties in a timely manner, and overseeing /welcoming the visitors in the waiting area.
  2. Perform general office and administrative support duties including scan, copy, and fax documents; prepare, edit, and proofread documents; send meeting announcements and reminders; order office supplies for clinical faculty and staff per request; and schedule appointments for the department.
  3. Utilize Microsoft Word, Excel, PowerPoint, Outlook, and the Internet proficiently for creating documents, reports, surveys, data bases and sign-up systems to schedule appointments for large groups.  Proficiency in this area is a must.
  4. Manage and maintain clinical faculty information housed in the VCOM Administrative Portal to ensure accuracy and integrity of the database.  Extract data from VCOM Admin Portal and format into reports to provide information as required to support the department and college.
  5. Assist with travel arrangements and conference registrations.  This may include making hotel and flight reservations, reserving rental cars, obtaining directions, and creating event folders with hotel and flight confirmations, directions, agenda, etc.  
  6. Assist Associate Dean with maintenance of their calendar as well as scheduling meetings and clinical site visits.  Assist with scheduling the annual FAR/SAR meetings with clinical faculty and staff.
  7. Assist with the monthly Clinical Chairs Meetings: schedule meetings, secure their location, attend meetings and take minutes. Address issues or projects assigned during meetings. Submit all meeting minutes to the Associate Dean for Clinical Affairs for revisions as necessary.  Ensure all minutes from the Chairs Meeting are distributed to the Chairs prior to the subsequent meeting for their review.  Ensure minutes are available for final approval at the subsequent chair meeting, maintain a signed hard copy and electronic copy of the minutes for future reference.
  8. Assist with the weekly Clinical Department Meetings: schedule meetings, attend meetings and address issues or projects assigned during meetings.
  9. Manage the process of Clinical Faculty Appointments and Reappointments: Collaborate with Clinical Department Administrative Assistants and Clinical Site Coordinators to acquire credentialing applications and materials from potential faculty appointees.  Prepare potential faculty appointees’ credentialing documentation for review by the Associate Dean for Clinical Affairs and the tri-campus APT Committee Chair. These responsibilities span on-campus faculty as well as the clinical Preceptors at our core clinical sites.  Coordinate initial credential review process. Attend APT meetings, take and prepare meeting minutes for APT Committee’s review at subsequent meeting, maintain copies of signed and finalized minutes both physically and electronically, and enact decisions approved by the APT Committee.  Update VCOM Administrative Portal to include new faculty appointees.  Prepare faculty appointment letters from the Campus Dean to distribute to new faculty appointees along with an individual preceptor contract, if applicable. Store physical and electronic copies of credentialing applications and materials in the established clinical faculty filing systems.  Collaborate with Clinical Site Coordinators to ensure individual preceptor contracts are fully executed, returned to preceptor, and filed physically and electronically. Provide new clinical faculty with access to the VCOM Portal to submit student evaluations, VCOM online library, Teaching Physician, and other available resources appropriate for clinical faculty.
  10. Prepare correspondence as needed by the Associate Dean.
  11. Coordinate Hospital Day with Clinical Affairs Staff:  This includes participating in developing the event’s schedule and layout of flyers, update participant mailing list; choose and order gifts for vendors. The coordinator is responsible for obtaining bids for printing flyers and processing them for bulk mailing if needed, sending the “Hospital Day save-the date” notice, developing the flyer; and registration form to be posted on VCOM and Osteoquad’s websites; distributing emails containing the links for information about the event and registration to possible attendees from the database of previous vendors.  This also includes negotiating hotel rates and securing blocks of rooms for participants. Planning, securing bids, and ordering food and beverages as well as coordinating videos is a part of the event.   Assuring students are invited and engaged in the event.  Assist with the set-up, sign-in registration, distribution of gifts, and clean-up.  Email thank you message to participants along with a follow-up survey to request their feedback.
  12. As needed, coordinate and assist with additional clinical events including the Student Clinician Symposium and Picnic, on campus departmental and faculty meetings, site coordinator training events, and DSME events.  Assist with Clinical Affairs awards: Student of the Year, 3rd Year Preceptor of the Year, 4th Year Preceptor of the Year, and Arnold Gold Resident Awards.  Maintain Preceptor of the Year tracker.
  13. Prepare and submit purchase and travel reimbursements for the Associate Dean and expenses for Clinical Affairs events and operations to the Business Office. Obtain approval and maintain records for invoices and leave requests.
  14. Assure records retention for documents for the department based on established policy.
  15. Work with and serve as point of contact for other VCOM departments: Student Services, Admissions, Financial Aid, Registrar, Medical Education, and the Dean’s staff.
  16. Provide training and assistance to new colleagues on other campuses as new staff are recruited and trained.
  17. Become familiar with and adhere to College policies and FERPA guidelines.
  18. Participate in Graduation and White Coat ceremonies and assist with planning as requested.
  19. Perform other duties as assigned by the Clinical Affairs staff and Associate Dean of Clinical Affairs, including collaboration with other VCOM campuses.

~~The Administrative Assistant for the Department of Clinical Affairs will serve as an initial contact person for the Clinical Affairs Department of the Edward Via Virginia College of Osteopathic Medicine (VCOM) and the public, professionals and students of the College.

The position requires:

  • Providing high quality executive support to the Associate Dean for Clinical Affairs, the Clinical Affairs Office Staff, and Virginia Campus Clinical Chairs
  • Professional support and interaction within the faculty, administrative leadership, and supporting staff of the Virginia Campus
  • Excellent attention to detail in supporting the faculty appointment and promotion process for all Virginia Campus clinical faculty and Preceptors in collaboration with the overarching tri-campus Appointment, Promotion, and Tenure Committee
  • Proven computer skills with Microsoft Office Suite software and the ability to quickly learn new computer programs
  • Experience with basic data analysis for creating administrative reports
  • Excellent organizational skills and the ability to successfully multi-task in a busy and often deadline-driven environment
  • A positive attitude in meeting with students and the public
  • Sound judgment in dealing with potentially complex and sensitive student and administrative issues
  • A high level of accuracy, accountability, and follow-up
  • A high level of confidentiality and a good sense of discretion

Other duties are related to general support of the department include, but are not limited to answering telephones, routing inquiries, assisting students and serving as a liaison between them and the Clinical Affairs staff and the Deans, maintaining administrative schedules, scheduling meetings, recording meeting minutes, making travel arrangements, organizing files, managing data bases, preparing reports and official letters, and assisting in the organization of  a wide variety of business and social functions, both on and off-campus.  The administrative assistant will also collaborate in the preparation of a wide variety of documents including presentations, correspondence, and other college materials.

This position also requires a positive attitude in meeting with students and the general public, sound judgment in dealing with student and administrative issues, a high level of accuracy and accountability, a high level of confidentiality, and an excellent sense of discretion.

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