Midwestern University Sr. Administrative Assistant - Pathology - College of Veterinary Medicine in Glendale, Arizona

The Senior Administrative Assistant provides general administrative and office support for the Department of Pathology and Population Medicine (PPM) in the College of Veterinary Medicine. This position reports directly to the Chair of the Department of PPM. Senior Administrative Assistants in the CVM may provide certain levels of administrative support across the various branches of the organization, but this position will be stationed in the Diagnostic Pathology Center of the Animal Health Institute. This position will mainly provide support for the Department of Pathology and Population Medicine, will provide backup administrative support for the Pathology Laboratory, and will order supplies for the Equine and Bovine Center. Below is a list of duties that may be assigned or shared between administrative assistants in the college. Not all duties will be performed by every administrative support employee, and work assignments will be adapted to the changing needs of a new and growing college. Duties other than those listed below may be assigned based on needs of the college.

College support duties:

  • Assist with the development and production of reports to the accrediting agency; assist in the collection and organization of data related to the College of Veterinary Medicine‚Äôs mission, goals, and objectives. Work as a team with other administrative aids in the logistics of faculty meetings, meetings and college activities, (e.g. student orientation, White Coat Ceremony, student events, workshops, presentations, graduation ceremony/banquet, faculty/staff retreats, continuing education) Schedule appointments, answer telephone calls, greet guests

  • Assist with the distribution of mail

  • Assist with purchasing and maintain adequate office supplies

  • Participate in cross-training on on-boarding of other administrative assistants

  • Back-up administrative support for the DPC when needed

Faculty support duties:

  • New-faculty instruction in network, electronic file use, etc.

  • Maintain shared calendars

  • Arrange meetings and schedule room use

  • Submit ITS/Maintenance help requests

  • Process expense reports as assigned

  • Assist with course administration tasks such as requesting/maintaining/troubleshooting Canvas/Tophat/One45 access and use, helping faculty schedule and administer exams in the Midwestern University Testing Center

  • Organize interviews for department faculty, staff and residents and support PPM faculty and staff annual review and rank and tenure processes and academic evaluation management)

  • Provide administrative support for the pathology residency program

Student support duties:

  • Schedule appointments for meetings with faculty/administrators as needed

  • Relay information from faculty to students via e-mail communications

  • Schedule rooms for student group meetings

  • Assist with maintaining confidential student records based on AVMA accreditation and FERPA requirements

Supervisory Responsibilities This position has no supervisory responsibilities. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This person should enjoy working with students and be able to handle complex scheduling issues. Collegiality and team work are essential attributes necessary to support a positive work environment. Excellent verbal communication skills are also necessary to successfully perform this job.

Education and/or Experience High school diploma or GED and 3-5 years administrative support experience required. One year certificate from college or technical school and/or Associate degree desired. Experience working in a team and customer service oriented environment. Excellent written and verbal communication skills. Previous experience with the purchasing process is highly desirable. Computer Skills General computer literacy is necessary, and proficiency in using Microsoft Office Suite software including Word, Outlook, and PowerPoint are essential, and higher level IT familiarity, including competency in excel, is desirable. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. This position requires the ability to be around and in contact with different species of animals.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race, color, religion, gender, national origin, disability, or veterans status, in accord with 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). We maintain a drug-free workplace and perform pre-employment substance abuse testing.