Job Description

The School of Medical Imaging and Therapeutics (SMIT) seeks an Administrative Assistant – Diagnostic Medical Sonography (DMS) Programs seeks a part-time (24 hours per week or 0.6 FTE) Administrative Assistant to provide administrative support for the programs in DMS and other SMIT, and is responsible for a broad scope of administrative support activities. This is a part-time position, 24 hours a week (Tuesday - Friday, 8:30a - 2:30p).

• Support the DMS division and the School’s organization by managing day-to-day office operations, coordinating schedules, and conduct clerical tasks.
• Answer and direct the main DMS suite phone in a professional and friendly manner – take messages for faculty and directing questions to the best member of the team to address an issue.
• Greet visitors to the DMS Suite in a professional and friendly manner.
• Act as the central point of communication phone, in person and by email ensuring smooth workflows and providing essential assistance to staff and management.
• Manage calendars, arrange appointments, and coordinate team meetings or school events, creating zoom meetings and taking meeting minutes.
• Maintain physical and digital filing systems, update databases, and manage office supply inventory.
• Draft, edit, and format memos, reports, invoices, meeting minutes, and presentations.
• Assists the program directors, faculty, adjuncts, and clinical coordinators with data entry and student progress monitoring.
• Assist with basic bookkeeping, process expense reports, and track invoices
• Arranges and coordinates rooms, catering, parking requests, and other provisions for departmental meetings, events and ceremonies.
• Assists faculty in the preparation of exams and related course materials.
• Prepares and maintains student administrative files and other records as directed.
• Assists in the preparation of interim reports and self-studies for accreditation.
• Prepares and maintain files required by accrediting agencies; collect data to meet program accreditation-approved assessment plans; distribute surveys to employees and graduates.
• Manages student course/lab and faculty/adjunct evaluations.
• Prepares itineraries and assists with coordination of faculty/staff/student for candidate interviews.
• Manages inventory of department supplies; generates and tracks purchase orders.
• Coordinate facilities and Information Services requests and monitor work orders.
• Coordinates program-class interactions such as simulation lab scheduling, ordering short white coats/nametags, etc..
• Assist the SMIT Admin Assistant in processing invoices for payment; payments and tracks department expenditures.
• Assists in preparing adjunct faculty appointment letter and contracts.
• Assists new adjuncts, faculty and staff with getting access to the information systems and general orientation.
• Assists with office mailings; sort and distribute mail.
• Assists in coordination of inter-professional education activities.
• Generates work orders for building, phone, and IT maintenance and repairs. Also tracks progress of the work.
• Coordinates, records and manages of equipment repairs with the program directors & vendors; keeps an inventory of all equipment and locations.
• Works closely with the Program Directors, the School’s main Administrative Assistant and the Dean to make sure all tasks for the division and school are covered.
• Monitor student permission forms and ensure they are completed and filed as needed.
• Additional responsibilities may be assigned by supervisor.

Qualifications

Required:

• Bachelor’s degree
• Minimum of 3 years of relevant receptionist and administrative assistant experience
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Experience with Microsoft Office products

Preferred:

• Knowledge of and experience with the Learning Management System Blackboard
• Experience with Zoom meetings

Physical Requirements:

• Typical office or administrative working conditions. Staff is not exposed to adverse environmental conditions. Work is primarily sedentary in nature; there are no special physical demands.
• Must be able to lift and carry up to 10 lbs
• Must be able to talk, listen and speak clearly on telephone
• Work requires the ability to travel by car, and/or rail a few times per year to the Worcester Campus for events and inventory