Paramedicine Administrative Assistant Job Listing at OSU-Oklahoma City in Oklahoma City, OK (Job ID 18319)

Description

 Job Summary:

Performs skilled secretarial duties under limited supervision to assist faculty, staff and administration in the efficient functioning of the Paramedicine Program.  Assists the Paramedicine Program Director with clerical and administrative details. Responsibilities also include greeting the public and industry partners in a professional manner.   

Essential Job Functions:

1. Effectively manages all communications between students, school personnel, and other staff. Resolves issues, staying within scope of position.
   
2. Professionally communicates with faculty, staff students and the general public.
   
3. Types general correspondence, minutes and agendas, forms, charts for Paramedicine Program, as directed.
   
4. Takes and transcribes minutes for the Paramedicine Program faculty meeting and other committees as assigned.
   
5. Receives incoming communications, accurately records and relays messages and/or appropriately refers communications.
   
6. Assists in the maintenance of databases by collecting and recording student enrollment, course progression, graduation and other data for inclusion in annual surveys and reports for the Program and accrediting agencies.
   
7. Pickup and deliver departmental mail on at least a daily basis and collect documents from creative services for distribution to faculty.
   
8. Maintains records for the department budget process, program director, faculty, preceptors, etc.
   
9. Makes travel arrangements for the Program faculty and staff.
   
10. Assists with student admission, enrollment, drop & add, withdrawal, as needed.
    
11. Assist with classroom scheduling.
    
12. Assist with the coordination for the Paramedicine Program Director office calendar and schedule to ensure that all appointments are scheduled and/or updated as needed. Verbally update Paramedicine Program Director of all appointment/schedule changes.
    
13. Complies and prepare documents and reports for the Department and students' files.
    
14. Maintains student files, gathering health data and application list for degree programs.
    
15. Correspond with multiple clinical sites either by phone, e-mail or fax. Assist with student clinical requests.
    
16. Create and assist with AHA, OSDH and National Registry rosters. 
    
17. Meet with Paramedicine Program Director as required to plan Paramedicine Lab needs in advance of each semesters classes.
    
18. Completes all mandatory training and participates in a minimum of two professional development opportunities each year.
    
19. Performs other duties as assigned. 
    
    

Resume and Cover Letter required for full consideration. Copies of all current certifications due upon hiring

Education:

High School degree or equivalent

Work Experience:

• Must have three years' experience with general office operations or office management
  

Knowledge, Skills, and Abilities:

• Ability to maintain strict confidentiality in all matters related to sensitive materials and office matters.
  
• Must be able to be professional and cordial attitude towards a high number of incoming calls, emails, walk in traffic, vendors, and customer demand.
  
• Accuracy in collecting data required for surveys, student enrollment and accreditation reports.
  
• Demonstrated knowledge of office technologies including but not limited to: office computers, fax machines, scanners, internet, Microsoft Office (Word, Excel, Access, PowerPoint, Outlook).
  
• Ability to handle multiple tasks and prioritize effectively with a high degree of accuracy and attention to detail.
  
• Strong interpersonal skills and ability to communicate diplomatically, clearly, and effectively, both verbally and in writing to exchange information, give/receive instructions and respond to inquiries appropriately with all students, faculty, staff and community partners.
  
• High degree of initiative to work independently and also collaborate in a team environment.
  
• Professional and diplomatic demeanor and appearance.
  
• Must be dependable, responsible and prompt.
  
• Passion for assisting customers and representing the OSU-OKC and OSU brand with positivity and professionalism.
  
• Demonstrated history of ethical and professional behavior.
  

Preferred Qualifications:

• Associate degree in Business Management and/or related field.
  
• One to two years' experience in medical transcription, EMT or medical office.  
  
• Work experience in Higher Education.
  

Working Conditions:

• Must be able to work a flexible schedule to include some evenings and weekends.
  
• Work will be performed in an office and classroom environment with a significant amount of public contact, in person, by telephone, via email, and various communication platforms.

Physical Requirements:

• Duties require extended periods of sitting, talking and listening.
  
• Duties require extensive use of computers, telephone and other office equipment.
  
• Requires possible lifting of up to 25 lbs. (If an object weights more than 45 lbs., OSU-Oklahoma City requires this to be a two-person lift).
  
  

The work environment and physical demands described here are representative of those required by an employee to perform the essential functions of this job with or without reasonable accommodation.