Administrative Assistant for Preclinical Education

The Administrative Assistant for Preclinical Education facilitates the efficient daily operation of the department by providing administrative, organizational, and operational support to faculty, students, and departmental leadership. This role coordinates scheduling, communication, meetings, events, and office operations while contributing to a welcoming, collaborative, and service-oriented educational environment.

The ideal candidate is organized, creative, personable, proactive, and eager to contribute in a fast-paced academic setting. The successful candidate demonstrates professionalism, adaptability, strong follow-through, sound judgment, and the ability to appropriately communicate important information and keep leadership informed when needed. This position is Monday-Friday 8am-5pm.

Duties/Responsibilities:

Promotes and preserves the mission of OCOM

Maintains professional appearance and pleasant demeanor at all times

Demonstrates professionalism and excellent customer service in interactions with students, faculty, staff, and visitors

Provides administrative support for faculty, staff, and departmental leadership

Assists with creation, formatting, organization, and maintenance of documents, spreadsheets, reports, presentations, and other departmental materials as needed

Serves as operational and administrative support for new departmental programs, initiatives, and strategic projects as assigned

Maintains and coordinates the calendar and scheduling needs of the Associate Dean for Preclinical Education, including meetings, appointments, interviews, and departmental events

Coordinates calendars and assists with departmental communication and meeting logistics

Records and distributes meeting minutes, agendas, follow-up documentation, and action items as needed

Assists with maintaining departmental schedules, timelines, spreadsheets, and organizational tracking documents

Assists with preparation and formatting of departmental communications and educational materials

Assists with student-facing activities including check-in processes, event support, and general departmental guidance

Utilizes Canva to create visuals, flyers, presentations, advertisements, and internal communications aligned with OCOM branding standards

Utilizes Google Workspace, Apple/Mac products, Canva, and related software platforms

Maintains office supplies and coordinates office organization and equipment needs

Responds to administrative inquiries and provides general departmental support

Maintains confidentiality concerning student, faculty, and institutional information in accordance with Institutional Policies and Procedures

Participates in designated Institutional activities and events

Performs additional duties as assigned.