MEDEX Program Assistant

• Job No:
525717
• Classification:Administrative Generalist 3
• Grade:Grade 76
• Work type:Staff Full-time
• Administrative Unit:University of Alaska Anchorage
• School/Business unit:UAA College of Health
• Location:Anchorage
• Categories: Administrative/Personnel, Office/Clerical

Position Summary:
This is a position to work with other Didactic staff across MEDEX Northwest five campuses, located at UW Seattle (main campus), UW Tacoma, Gonzaga University in Spokane, the University of Alaska in Anchorage, Anchorage and in Kona, Hawaii to provide course support to the MEDEX Didactic faculty, as well as providing support to the MEDEX program in general. In this role you will provide assistance in organizing curriculum information, information tracking, and correspondence. Work closely with didactic faculty and staff in implementing course activities and assisting in the production and distribution of course materials.

Duties:
20Classroom and technical support: Coordinate and implement all course workshops working closely with faculty to facilitate individual workshops. In collaboration with faculty, schedule space needs; order supplies or equipment; prepare and distribute individual workshop schedules; contact proctors, instructors, patients; confirm attendance and submit payment paperwork with approval signatures. Organize, schedule and facilitate all classroom arrangements, such as AV equipment, rooms and supplies. Learn to operate and set up all necessary equipment such as LCD, laptop, document reader and the poly com unit. Act as a back up when faculty are unavailable for equipment set up or act as an instructor to teach faculty how to use and operate the equipment. Assist in facilitating program special events and curriculum activities such as information sessions, White Coat Ceremony, site specific events, etc. This may include ordering supplies, arranging for space and equipment, confirming lecturers, proctors, notifying students, preparing schedules, etc. May entail working beyond normal work hours. This may require collaboration with resources in the Anchorage community. Will order, receive and maintain site inventory of library materials and exam materials. Devise and utilize a tracking system to record all textbooks received, checked out and returned. Work in close collaboration with other site program assistants to provide a uniformity of procedures across sites and to provide a support system to one another. Student Services: Provides consultation and guidance to students regarding University and College practices and policies. Provides information about program, GER's. Assist students with enrollment and registration paperwork. Maintains and archives confidential student and faculty files such as course syllabi, grade rosters, change of grade forms, incomplete grades and academic petitions, and other university, college and departmental records. Maintains confidential student academic information. Monitor student check-out system for equipment, books, supplies/study materials and exam rooms.Essential 40Administrative Support: As the initial contact person for the Alaska site, represent MEDEX program to the general public, students, lecturers, etc. Great emphasis is placed on customer Service to provide accurate information and refer questions appropriately. Perform reception duties to include greeting office visitors and answering phones. Will require knowledge of the program requirements, content, curriculum, policies and procedures. Refer calls or questions to the appropriate person. Open and distribute mail to staff, faculty and students per established site protocols. Prepare outgoing mail or faxes. Facilitate arrangements for the program information sessions presented to the public. Create flyers, post in the local community and mail to former graduates, preceptors and clinics. Create and maintain a record of all persons attending. Prepare, organize and maintain program administrative files. Maintain a procedures notebook for this position updating frequently as methods, rules, procedures change. Compose office correspondence using Word on a Macintosh computer. Perform complex word processing tasks such as merging and sorting, integrating text and graphics, uploading and downloading files. Proofread and edit correspondence or other materials as assigned. Correct for sentence structure, spelling, grammar and punctuation. Provide support for faculty meetings and take minutes as requested. Distribute minutes to faculty and post on the server. Operate office equipment such as copy machine, fax and multi-line phone system. Operate all functions of the phone system: voice mail, transfer calls, arrange conference calls, take accurate phone messages and serve as the office resource on the operation of the phone system. Maintain organization and appearance of front office and conference room. Assist in the upkeep and organization of the library and classroom. Follow established protocols when communicating with faculty, staff and students via email. Local travel may be needed to make special arrangements, to run errands for the office or the classroom. Perform related duties or provide assistance as requested or assigned by supervisor or faculty. Faculty support during exams with accommodated students by proctoring in a quiet/low distraction environment and/or extended time limits.Essential 40Curriculum and Faculty Support: Provide daily staff support for course responsibilities for all quarters of the academic year. Will require knowledge of program policies, content, procedures, curriculum assignments and deadlines. Assist faculty and work in close conjunction with course coordinators/chairs in the planning, preparation and implementation of all MEDEX courses across all quarters. Interface with different working styles of faculty members and staff. Balance and prioritize multiple assignments. Assist faculty with production and organization of syllabi and lecture materials as assigned. Edit materials for correct formatting, spelling, punctuation, etc. Work under the direction of course chairs. Learn to post syllabi, tests, assignments and lecture materials on the web, utilizing Canvas. Work in close conjunction with faculty for arrangement of course lecturers. The program assistant will follow-up by contacting and corresponding with lecturers as necessary to include reminder emails, confirmations and thank you letters. Solicit lecture materials in advance to distribute to students. Arrange for any lecturer classroom needs such as computers, projection equipment, etc. Work closely with the site faculty and assistants to coordinate course schedules and activities, arrangement and timing of course lectures, quizzes and exams to create consistency with Seattle MEDEX. Create, produce and distribute quarterly curriculum calendars for UAA MEDEX. Post on Canvas and on server. Maintain and update calendar. Record lecturer information and payments in consultant database. Maintain electronic files as well as a log of records for all lecturer payment transactions. Produce, organize and maintain all curriculum files for MEDEX courses, both hard copy and electronic. Work in conjunction with each course chair to maintain records of all lectures given and resource material used. Post copies of lecture materials on server to share with other sites. Work in conjunction with other site program assistants to standardize curriculum files and procedures among sites. Produce, organize and maintain all student files and records according to records retention schedule. File student tests and other materials on a regular basis according to MEDEX procedures. Develop and maintain a tracking system for all student assignments, grades and attendance in all courses using Excel/FileMaker Pro. Enter student grades in database on a regular basis. Coordinate the flow of student assignments from receipt through the grading process by faculty and final return to students. Track missing assignments. Provide updated information on assignments and grades as needed by faculty. Learn and use UAA and UW programs (UAA Banner, UW Canvas and Examsoft) for weekly and quarterly evaluations, assignments and on-line quizzes. Compile, format and distribute survey results on a weekly basis (evaluations).

Knowledge, Skills, Abilities:

• Computer skills: knowledge of database, word processing, spreadsheet, electronic calendar, email, and internet applications. Macintosh computers and software.
• Communication skills: writing, grammar, editing, and proofreading -- for hard copy and electronic.

• Additional responsibilities in the Didactic office are: organization of didactic filing systems, paper as well as electronic; didactic scheduling; delivery of student weekly and quarterly evaluations; and providing support to faculty in tracking student assignments and grades. Additionally, this position will provide general office support as well as assistance on special projects.

Preferred Experience & Education:
1-3 years in a business office.

Required Experience & Education:
High School graduation and three years progressively responsible experience in a business office.

Salary Information:

This is a full-time, non-exempt staff position complete with both a competitive salary and https://alaska.edu/jobs/benefits.php. New hires will be placed on the https://www.alaska.edu/hr/benefits/compensation/files/fy24_staff_salary_grid.pdf, Grade 76, based on education and experience.

Special Instructions to Applicants:

Please attach a resume, cover letter, and the names and contact information for three (3) professional references with your application.

• Valid Alaska Driver's License (must meet and maintain UA safe driver verification criteria).

Applications will be reviewed on a rolling basis until a successful candidate is identified.

Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified

The Program Assistant reports to the Assistant Dean, located at the Alaska WWAMI School of Medical Education in Anchorage, Alaska office and also works under the general supervision of the MEDEX Campus Coordinator (located in Anchorage, AK), the Director of Didactic Program Operations and the MEDEX Administrator/Associate Director of Administration (both located in Seattle, WA).

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction. Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

UA is an affirmative action/equal opportunity employer, educational institution and provider and prohibits illegal discrimination against any individual: http://www.alaska.edu/nondiscrimination.

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

If you have any questions regarding this position, please contact Robert Onisk, Shared Services HR Coordinator, at mailto:ronisk@alaska.edu

Applications Close: Open until filled

To apply, visit: https://apptrkr.com/4596137

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