Administrative Assistant, Medical Education

Overview

Western Michigan University Homer Stryker M.D. School of Medicine (WMed) is seeking an Administrative Assistant in our Medical Education Department. Overall provides experience in performing a variety of entry-level administrative duties for one or more specified departments. Exhibits a wide range of knowledge and skills of organizational policies and procedures. Demonstrates customer service principles and practices. Directly leads and supplies information to the general public, clients and customers. Ability to apply communication skills verbally and in writing to all inquiries. Effectively able to problem solve administrative problems and inquires. Proficient in grammar, composing, editing and proofreading various documents. Acquires knowledge to implement departmental administrative practices

Responsibilities

• Answers and directs all incoming calls.
• Welcomes and directs visitors to the organization.
• Retrieves, sorts and distributes mail daily.
• Responsible for scheduling meetings upon request, develops meeting agendas, attends meetings, prepares, and distributes meeting minutes.
• Works on assignments which are routine in nature, requiring limited judgment.
• Consults with supervisor on difficult issues.
• Supports event planning for department, under direct supervision.
• Responsible for departmental communications.
• Maintains equipment and reports any malfunctions.
• Supports and assists with department interview and orientation process for new staff, residents and faculty; including scheduling of interviews, and creating specific orientation materials.
• Organizes and maintains required forms, training requirements and records for specified department, as required by accrediting agencies.
• Assists with maintaining portal pages, department documents, and updates digital signage.
• Organizes and maintains department files electronically and by paper.
• Availability to work occasional overtime on weekends or evenings to complete time sensitive projects.
• Acquires knowledge for new technology and policy/procedure revisions.
• All other duties as assigned.

Qualifications

EDUCATION AND/OR EXPERIENCE:

• High school diploma or GED and a minimum of a year of administrative assistant or related experience.
• Knowledge and proficiency in word processing and file management using Microsoft Office and other software required by the department.
• Knowledge and proficiency in grammar and spelling skills.
• Ability to effectively communicate with others verbally and in writing.
• Knowledge of administrative and clerical procedures.
• Knowledge of customer service principles and practices.

OTHER SKILLS AND ABILITIES:

• Ability to operate automated standard office equipment such as multi-phone system, copier, computer, shredder, etc.
• Ability to meet assigned deadlines.
• Ability to interpret, comprehend, and transmit complicated and detailed instructions accurately.
• Ability to use various software programs to develop correspondence, documents, agendas, meeting materials, presentations, organizational charts, etc.
• Attention to detail.
• High degree of integrity to maintain absolute confidentiality in all matters related to department.
• Demonstrates the ability to recognize priorities in organization of work flow.
• Able to perform duties independently, with a minimal need for direct supervision.
• Guides and directs co-workers within department.

About Western Michigan University Homer Stryker M.D. School of Medicine (WMed)

We are committed to excellence and health equity through transformative medical education, high-quality, patient- and family-centered care, innovative research, and community partnerships within a welcoming, supportive, and engaging culture. Our vision is health equity for all in Southwest Michigan through innovation in the practice and study of medicine.

The medical school is a collaboration of Western Michigan University and Kalamazoo's two teaching health systems, Ascension Borgess and Bronson Healthcare. The medical school is a private nonprofit corporation supported by private gifts, clinical revenues, research activities, tuition, and endowment income. WMed is the recipient of a $100 million foundational gift and the Empowering Futures Gift, a philanthropic commitment of $300 million to support the mission of the medical school. WMed contributes to the economic vitality of Southwest Michigan through the services we provide, as well as the creation of 1,600 new jobs, with an estimated annual economic impact of $353 million in Kalamazoo and Calhoun counties.

WMed is fully accredited by the Liaison Committee on Medical Education and the Higher Learning Commission. The medical school offers a comprehensive, innovative four-year Doctor of Medicine degree program as well as a Master of Science degree program in Biomedical Sciences. We train physicians in 10 residencies and four fellowships accredited by the Accreditation Council for Graduate Medical Education. To support our educational mission, we have Joint Accreditation for interprofessional continuing education, which incorporates accreditation by the Accreditation Council for Continuing Medical Education.

WMed Health is the clinical practice of the medical school with more than 300 providers offering comprehensive primary care and specialty services in several locations throughout the Kalamazoo and Battle Creek areas. Faculty in the Department of Pathology serve as the Office of the Medical Examiner for counties throughout Michigan and northern Indiana.

The W.E. Upjohn M.D. Campus located in downtown Kalamazoo serves as the primary educational facility with student study and social spaces, team-based learning halls, faculty and administrative offices, a state-of-the-art Simulation Center accredited by the Society for Simulation in Healthcare, basic science research labs, as well as toxicology and forensic pathology labs.

WMed builds upon Kalamazoo’s century-long foundation of drug discovery and medical device development with a strategic investment in clinical, laboratory, community, and educational research. The Center for Immunobiology, Center for Clinical Research, Research Histology Lab, Innovation Center, and Human Research Protection Program contribute to the medical school’s advancement of knowledge through innovation and discovery.

Equal Employment Opportunity Employer in compliance with applicable State and Federal law.