Admin Assistant I

About Ross University School of Medicine

Ross University School of Medicine (RUSM), an Adtalem Global Education institution, expands access and opportunity to students on the path to becoming skilled physicians who are determined to make an impact in global communities. RUSM has graduated more than 15,000 alumni who practice in the U.S. and Canada. Located in Barbados, RUSM promotes equitable educational access through the Access and Inclusion in Medicine (AIM) Scholars Program to advance equity in healthcare through diversity and inclusion and to directly impact underserved communities by decreasing health disparities in the U.S. RUSM is accredited by the Caribbean Accreditation Authority for Education in Medicine and Other Health Professions.

Visit medical.rossu.edu for more information, and follow on Twitter, Instagram, Facebook, and LinkedIn.

 

Opportunity at a Glance
The Administrative Assistant I performs a variety of highly responsible complex and advanced secretarial/clerical, and administrative duties. Duties are varied and are carried out with a high degree of confidentiality, discretion, and independent judgment. The Administrative Assistant I is hired in a pool of support staff and is responsible for supporting multiple areas within the Department of RUSM on a rotation basis or as required.

Responsibilities

• Answers telephone, takes messages and answers inquiries within assigned scope of responsibility to colleagues and students.

• Compose and transcribe letters, reports, agenda, notices, memorandum, minutes and other complex documents and perform other clerical administrative support duties as directed from time to time. Maintain confidentiality.

• Performs record keeping (confidential and non-confidential) and general program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned Department with necessary materials.

• Updates and maintain the department’s filing system, tracking of information, maintaining logs/spreadsheet, and other similar administrative support

• Maintain department inventory of office supplies and preparation of Material Requisitions and processing through Lawson with accuracy

• Provide technical support (retrieving lost data and formatting PowerPoint and other MS Office presentations)

• Prepare Work Requests for office maintenance and other department’s needs.

• Answer students’ and colleagues queries and work with them in resolving issues.

• Assist with all incoming and outgoing correspondence.

• Assist and arrange the coordination of departmental activities including departmental meetings, retreats and other meetings as required.

• Complete and submit departmental forms for travel, reimbursements through expense wire or other RUSM software.

• Schedules appointments and maintain calendar if necessary

• Perform responsibilities in a manner that clearly shows effective communication and cooperation and that promotes open exchange of information, respect, high ethical standards and professionalism

• Assist with managing schedules, and coordinating appointments, conference and travel arrangements.

• Communicates in a positive and effective manner with colleagues, students, and/or visitors

• Provide administrative support to a Campus Committee as assigned.

• Provide administrative support to various departments from time to time

• Perform any other duties assigned commensurate with the position.

• Performs other duties as assigned

• Complies with all policies and standards

• Requires a Secretarial Diploma Required or Associate's Degree in Business Administration Required or related field Required
• Administrative/executive secretarial experience in a fast- paced office environment Preferred or an equivalent combination of training and experience. Required
• Communicate clearly and concisely in both written and oral form
• Maintain a high level of confidentiality
• Ability to be flexible and adaptable in a variety of situations
• Demonstrate customer service and interpersonal skills, ability to handle several tasks concurrently, ability to work with and support various staff members, ability to maintain a pleasant demeanor and attitude at all times with all internal and external parties and ability to remain professional at all times.
• Ability to: Plan, organize, and implement routine and special project. Be able to work and act in a professional manner and exercise independent judgment in the resolution of administrative problems. Must be able to work independently in a fast-paced environment. Attention to detail is a must.
• Knowledge and proficiency in the use of technology (i.e. computers, word processing, database spreadsheet programs and power point)
• Accomplish work responsibilities with minimum supervision
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully.
• Project Management - Develops project plans; Coordinates projects.
• Interpersonal - Maintains confidentiality.
• Communication – communicates clearly and informatively in positive or negative situations. Edits work for spelling and grammar; Varies writing style to meet needs.
• Quality Management - Demonstrates accuracy and thoroughness.
• Ethics - Works with integrity and ethically.
• Confidentiality – Able to maintain confidentiality
• Has knowledge of commonly-used concepts, practices, and procedures within the field of business administration.
• Word Processing software; Spreadsheet software and Internet software.

Equal Opportunity – Minority / Female / Disability / V / Gender Identity / Sexual Orientation