Summary

The Administrative Coordinator will work closely with the Sr. Administrative Assistants in the College of Veterinary Medicine and provides support to the Associate Deans. The position reports to the Associate Dean for Academic Affairs of the College of Veterinary Medicine.

Essential Duties and Responsibilities

General Administrative Support to the College of Veterinary Medicine, including: Answer phones, create documents, schedule meetings, reserve rooms, record minutes, and coordinate with the media resources department for any special equipment needed. Assist with onboarding of new faculty to include ITS/Maintenance help requests. Interface with other Midwestern University departments to accomplish administrative tasks, including the Registrar, Student Services and Business Services. Work with Associate Dean for Academic Affairs with coordinating the Veterinary Leadership Experience each summer including collecting student applications, notifying students who are chosen, completing registrations, and arranging flights. Monitor and provide timely updates of the MWU-CVM website with accreditation requirements. Assist the Director for Outcomes Assessment with examination administration, including: Schedule exams in the testing center including the annual Veterinary Educational Assessment, exams for accommodation students, make-up exams and quarterly re-examinations. Assist in the enrollment and administration of mock NAVLE prep exams and delivery of scores to students. Testing center interface for collecting questions from lecturers, entering questions, tagging questions with competencies, delivering examinations for the College, and proctoring exams as required. Provide course coordinators and Director of Assessments with the statistical data from the examinations and make modifications as needed. Quarterly final grade entry. Assist in gathering data, complying documents related to accreditation. Assist course coordinators in course administration as it relates to Canvas including: Collate grades from exams and input into gradebook. Uploading of lectures. Assist with remote lecturers for scheduling, recording, and uploading video lectures. Compile quiz questions and input into Canvas. Post announcements to students for upcoming quizzes and examinations. Post classroom change updates as needed. Provide support to all Sr. Administrative Assistants including: Knowledge of all aspects of administrative duties for the college. Coordinate and organize work volume with the Sr. Administrative Assistants to ensure a balanced workflow, work is completed on time, and accurate. Train and promote cross training among administrative assistant positions, and Schedule administrative meetings. Review applications and interview staff applicants and make hiring recommendations, when appropriate. Assist with college and promotional marketing events. Other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  This person should enjoy working with students and be able to handle complex scheduling issues.

Education and/or Experience       

High School or GED is required, and a minimum of 5-7 years relevant work experience required preferably in an academic environment supporting faculty, students, and other staff. Experience working in a team and customer service-oriented environment required. Bachelor’s degree preferred. Excellent written and verbal communication skills required.

Computer Skills      

General computer literacy necessary, with proficiency in Microsoft Office Suite software including MS Office, Outlook, and Excel.  Proficiency with PowerPoint, Canvas, and the ability to update a webpage.  

Physical Demands

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 occasionally required to stand, walk, use hands to handle or feel, and reach with hands and arms.  The employee is regularly required to sit, talk, and listen.  The employee must occasionally lift and /or move up to 10 pounds.

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.  The noise level in the work environment is usually moderate.  This position requires the ability to be around and in contact with different species of animals.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance.  We offer flexible spending accounts including healthcare reimbursement and child/dependent care account.  We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program.  Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.