Administrative Assistant II

About American University of the Caribbean School of Medicine

American University of the Caribbean School of Medicine (AUC), an Adtalem Global Education institution, is committed to training tomorrow’s physicians through international learning experiences, a diverse learning community, and an emphasis on social accountability and engagement. AUC is one of the most established medical schools in the Caribbean and focuses on community collaboration to benefit the health and well-being of the local communities, while enhancing the student learning experience. With campuses located in Sint Maarten and the United Kingdom, AUC has graduated more than 7,500 students and is accredited by the Accreditation Commission on Colleges of Medicine.

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

 

Opportunity at a Glance
This position is designed to provide administrative support to a campus "area." While this role may have a direct reporting relationship to a department/team/function, a rotation to other areas, to ensure the smooth operations of the Campus, are part of the job. Areas include, but are not limited to, Semester Groupings, Business Office, IT, Housing, Dean Supported areas (Students, Academics, as examples) and act as back-up to the AUC Campus Dean's Office. This position will provide a wide range of administration, general clerical support, and analysis for the department. Adherence to our Culture of Care and compliance with our professional Code of Conduct are essential to success. This position will report directly into a Supervisor/Manager for those designated "areas" as outlined. This position will have both student and colleague facing responsibilities.

Responsibilities

• Calendar Maintenance and Meetings. As directed, accept meetings, schedule meetings, coordinate invitations, both internal and external, for the Campus department/team/function. Work with internal resources and external resources for proper conference space on campus or outside campus, including facilities and food coordination. The expectation is that this position will use discretion in prioritizing requests and invitations that may be received.

• Campus Contact. Receive visitors, respond to general inquiries, both in person and in writing, and act as main point of contact with phone calls for the department/team/function.  The expectation is that this position will maintain strong working relationships with students, colleagues and outside vendors and act as the “traffic controller” for the Campus department/team/function.

• Travel Coordination. As directed, coordinate travel for the team in support of the department/team/ function.  Travel may include, but is not limited to, airline reservations, car rentals, directions, and appropriate destination contact information.

• Administrative Support. Maintain accurate records, file as requested, create files, scan, copy, conduct basic on-line research, data base input and upkeep in addition to providing support with e-mails, correspondence, memos, flyers, agendas and reports,

• Expense Management/Purchasing/Accounts Payable. Assist in ensuring that invoices, purchase orders and any supplies required are ordered, inventory prepared, organized, and processed timely and appropriately according to our process and procedures. In addition, as directed, process expense reports for the department/team/function.  This position may have limited access to budget tools for recording purposes.

• Campus departrment/team/function Meetings. Attend, take notes and create meeting minutes for distribution, as directed.

• Campus Department/team/function Initiatives: As needed, assist with the organization, administrative support, communication and distribution of department/area/work function specific initiatives. This work may require the ability to analyze various data elements to create an overview of the assignment, from cost tracking to how we are utilizing our resources. While the position may not be assigned to all initiatives, or only portions thereof, the expectation is that this position will have exposure to specific initiatives, or exposure as part of a rotation, to those iniatives.  Examples include, but are not limited to, the following:

• Assist with any Learning Management systems used to support the curriculum programs, this could include uploading documents, maintaining the document/information inventory, or removing content. This position may also be asked to Proctor.

• Visiting Faculty/Housing Needs. Assist with property/housing and landlord inventory information, communication assistance, both verbal and in writing, with local contacts, contract tracking, and act as main point of contact for challenges with housing between external and internal resources to ensure that our Campus provided housing is meeting the basic living requirements for the Campus.

• Event Planning. Assist with the planning of Campus events, including Community Involvement (Examples including but are not limited to: Symposium, White Coat, Community Day etc.).  This may include reaching out to vendors for promotional items or other tangible goods, maintaining an inventory, vendor communication, community organization contact, outside venue arrangements, transportation and coordination, and database entry and tracking.

• Student Orientation. Assist with student orientation, registration direction, reserving housing assignments, check-in check-out packages, preparing welcome packages, attending student orientation, ensuring internal and external facilities are maintained according to standards, and reporting cleaning/maintenance concerns following our practice and procedures.

• Committee Support:  Assist with the coordination of faculty committee obligations which may include, but are not limited to, IRB Coordination, outreach for scheduled meetings and appointments, attendance and meetings and providing a summary to attendees.
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• Performs other duties as assigned
• Complies with all policies and standards

• High School Diploma Required or
• equivalent Required and
• Associate's Degree Preferred or
• Bachelor's Degree Preferred
• 1 experience in an office environment. Required
• Fluent in English (written and oral).
• Proven competency in critical thinking, accountability, attention to detail. organizational agility and information analysis.
• Proficiency or higher level in Microsoft Office Suite (Outlook, Word, Excel, Powerpoint) highly desired.
• Ability to maintain confidentiality.
• This position will be expected to work independently, under general supervision.
• A Valid Driver’s License. Required

We are proud to be an EEO employer M/F/D/V. At Adtalem, we welcome everyone and have a strong commitment towards diversity and inclusion. We encourage our Colleagues to be their true authentic selves and support laws that prohibit discrimination everywhere we do business. We also maintain a drug-free workplace.