Administrative Assistant, Biomedical Science Program

As a part of a diverse community of faculty and staff who represent many faith systems and worldviews, Marian University is seeking qualified applicants for an Administrative Assistant for the M.S. Biomedical Sciences degree program who will promote our Catholic Franciscan mission and identity by providing administrative support for program faculty in WCOM. A key role of this position will be to coordinate with other administrative assistants the implementation of instructional activities – both teaching and assessment. Other responsibilities related to successful delivery of the curriculum is required.  Meeting and event management and maintaining department and curricular calendars are also essential duties.

Essential Duties and Responsibilities:

• Actively engage the Catholic Franciscan mission and identity of Marian University by modeling the Franciscan Sponsorship Values and honoring the legacy of the founding congregation through transformative education, unity in diversity, leadership through service, integrating faith and life, and institutional policies.
• Provide excellent customer service to multiple groups of individuals including faculty, public, students and staff.
• Has an understanding and ability to learn instructional technologies such as learning management system, electronic examination software, polling software, lecture capture technologies and serves as a front-line resource for faculty and staff in their use of instructional technologies.
• Assists faculty in a variety of administrative and technology areas. Problem solves as needed.
• Works collaboratively with other administrative assistants. This will include regularly meeting with other assistants to continuously improve efficiency and ensure appropriate distribution of work among these individuals.
• Provides focused assistance to course directors of designated courses in the Wood College of Osteopathic Medicine.
• Provides general administrative support to program faculty members related to regular University business including but not limited to coordinating special projects and events involving biomedical science faculty, and scheduling meetings.
• Assists faculty with teaching-related clerical services which may include among others, preparing syllabi, posting materials to the learning management system, preparing examinations, posting exam results, obtaining permissions for use of copyright material and similar related teaching activities.
• Schedules committee meetings for Biomedical Division faculty and attends and takes minutes as needed. Obtains room reservations for face to face meetings and sets up remote meetings using phone or web resources.
• As needed, assists in acquiring price quotes for goods and services from vendors at the request of faculty. Obtains appropriate approval for expenditures. Prepares request for payment from the business office for goods and services received.  Assists in resolving discrepancies and follows up on unpaid invoices.
• Maintains a near-real-time tracking of expenditures in the M.S. in Biomedical Sciences Program in the Wood College of Osteopathic Medicine.
• Maintains confidentiality of all verbal and written information related to students and faculty in accordance with Federal Privacy rules and MU-WCOM policies and procedures. As needed, develop new procedures to address emerging issues related to confidentiality.
• Develops familiarity with all relevant University and WCOM policies and follows the same.
• Prepares official correspondence for faculty members.
• Other duties as assigned.

University Expectations:

• Knowledge of and commitment to the mission of Marian University
• Adheres to Marian University’s policies and procedures.
• Exercises independent judgment in maintaining constituent records, applying data standards, identifying data quality issues, prioritizing assigned operational work, and recommending process improvements. Determines appropriate methods for maintaining data integrity while collaborating with Advancement Operations leadership on complex or policy-related decisions.
• Shows courtesy and respect in interactions with fellow employees, students subordinates, and supervisors
• Excellent communication and interpersonal skills. 
• Demonstrated ability to be self-motivated, and able to work independently with colleagues throughout the university and in the community.
• Works collaboratively with colleagues across Institutional Advancement to support operational processes, provide technical expertise, and promote consistent data management practices.

Required Qualifications:

• Has broad knowledge of office practices, policies and procedures, expertise in standard software programs, and becomes efficient in operating the learning management system and other classroom teaching software programs. Displays exceptional verbal and written skills in physical and electronic media.  Adapts message appropriately to the audience.
• Has the ability to prioritize requests from multiple faculty.
• Is able to write correspondence and develop and write procedures as necessary to ensure the efficient operation of the office.
• Uses knowledge of the faculty and the WCOM to answer questions from other departments in the University, the medical and business communities and the general public.
• Is organized and is able to work independently.
• Presents a positive image of the University and College to external audiences.

Preferred Qualifications:

• Bachelor’s degree is strongly preferred or combination of undergraduate core program or certification program in communications, business or related field and 5-7 years of experience in higher education, especially in support of faculty.

Review of applications will begin immediately and continue until the position is filled. 

For Consideration All Applications Require: 

1. Cover Letter
2. Current resume or CV
3. Contact information of three professional references.  The reference contact information must be entered after the application is submitted in the "My Presence" section of the applicant profile.
4. Responses to the supplementary mission & identity questions.

Please Review Marian University’s Mission & Identity Statement before responding to the supplementary questions on your application: 

https://www.marian.edu/faith

Essential Functions:
Work hours necessary to perform job requirements satisfactorily on a regular basis.  Manage absence from work in responsible manner to ensure service to clients, work teams, and coworkers.  Comply with Marian University policies and practices and seeking clarification of them when necessary.

Physical Requirements:
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 regularly required to sit; use their hands to handle or feel objects, equipment, or controls; and talk or hear. The employee is occasionally required to stand, walk, reach with their hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

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.

Limitations and Disclaimer:
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and States Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  Continued employment remains on an “at-will” basis.

Marian University is an Equal Opportunity Employer. All individuals, including minorities, women, individuals with disabilities, and veterans are encouraged to apply.