Administrative Assistant -College Of Veterinary Medicine

Administrative Assistant -College of Veterinary Medicine

The College of Veterinary Medicine invites applicants to apply for the position of Administrative Assistant, located within the Small Animal Clinical Sciences’ (SACS) Administration office. This position exists to provide secretarial and administrative support for faculty and staff of the Small Animal Clinical Sciences department. Specific areas of responsibility include copying, filing, scheduling meetings, providing data entry, processing incoming and outgoing mail, answering phones, scheduling departmental conference rooms, and other related duties as assigned.

Typical Responsibilities:

• Prepares FedEx packages for pickup. Logs and mails clay paws and cards to clients. Scans and shreds documents. Answers phones and directs calls to the appropriate department. Assists with ExamSoft and other teaching tools as needed.
• Enrolls visiting students, scholars, and practitioners with Risk Management and the University's ERP system.
• Uploads photos and designs SACS yearbook pages. Maintains bulletin board photos. Orders name plates for new hires. Prepares and returns Vol cards, parking tags, and office keys for employees.
• Provides updates to the department's procedure manual. Updates Student handbook. Prepares Resident/Intern orientation schedule each Summer and assists with on-boarding procedures. Prints weekly conference room and classroom schedules. Ensures compliance with UTIA Program for Minors Requirements by designating employee level, performing registry checks, and uploading appropriate forms. Prepares Residency matches.

Knowledge, Skills, and Abilities Necessary:

• Basic knowledge of medical terminology; Microsoft Word and Outlook skills; good math skills; good organizational skills; must have excellent written and verbal communication skills. Excellent typing skills.

Minimum Qualifications:

• High school diploma or equivalent with 2 years of general office experience. Experience with Excel or other spreadsheets.

Preferred Qualifications:

• Familiarity with medical terminology preferred. University experience preferred.