Secretary III

Scope of Requirement:

Secretarial support is required to assist with executing day-to-day activities in support of the office, as well as research and Grand Rounds planning and administration. Specifically, the support will be provided to the curriculum director and other affiliates. The responsibilities will include performing various clerical and secretarial duties, utilizing knowledge of the office routine and based on an understanding of the Department and its procedures.

Specific Tasks:

1. Clerical Support of the USU FAM Reflective Practice Course. Provides clerical support and coordination for the following components in accordance with the general instructions, priorities, duties, policies and program goals identified by the course director:

• Interact with module support team (School of Medicine) and the training systems manager (Graduate School of Nursing) to ensure accurate information is posted to the University’s online classroom platform (Sakai).
• Communicate (via phone calls, emails, and other similar means of communication) with facilitators regarding session sign-up, reminders, session guides, coordination of parking access, student rubric scores, and remediation tracking.
• Under the guidance of the course director, complete edits of the online curriculum website built on WordPress platform using WYSIWYG coding.
• Schedule and coordinate classroom setup as needed with USU Multi- Disciplinary Lab (MDL) staff.
• Schedule small groups and assist with room location for both students and faculty for small group sessions.
• Collaborate with Department’s Administrative Officer to draft and track the progress of invitational orders for guest panelists.
• Assists with requests related to accessing the reflectivepractice.net website to include explaining procedures and responding to non-technical correspondence.

2. Departmental Secretarial Duties:

• Prepare routine correspondence for the signature of department faculty and executives. Track completion of letters for faculty promotion and 4th year student letters of recommendation.
• Utilize the Learning Resource Center (Library) to perform searches as directed by department faculty to obtain articles for faculty and student review. Use of Microsoft Office may also be required to complete this work.
• Maintain office files utilizing USU instructions and department’s standard operating procedures. File documents and reports as indicated.
• Greet and assist visitors, students, faculty and staff who present to the Department for routine business.
• Answer telephone and convey/direct messages. Return telephone calls on an as needed basis.
• Sort, route, and open incoming mail. Prepare outgoing mail.
• Work with appropriate department staff to verify published course materials are up to date and accessible.

3. As requested, schedule meeting spaces, arrange meals, and maintain the calendar for the Family Medicine Interest Group. Upon request, arrange meeting/event spaces for interviews and other departmental activities.

4. Logistical and General Support: maintain office supplies and provide other clerical support as requested.

5. Additional Administrative Duties:

• Provide Active Website maintenance
• Provided Administrative Research Support
• Provide support for Grand Rounds to include planning and related administrative tasks

Required Skills / Education:

• Microsoft Office