Assistant, Faculty Support

Position Summary

The position performs a wide range of administrative activities that supports the academic initiatives of the faculty members.

Job Responsibilities

• Acts as a source of information for students, faculty, staff, and external stakeholders, answering program- related queries, assisting students in completing residency applications, forms, etc., and coordinating with student advisers.
• Compiles and maintains a list of students and advisers, assist with scheduling meetings, and maintains all learning records.
• Assists in organizing career events, guest lectures, seminars, etc., by collating details of participants and visitors, assists in creating program newsletters/posters and handouts, and arranges logistics and catering for events.
• Liaises for the weekly course schedules and other clerkship information required by faculty members.
• Provides cross-coverage within the Division and assists with proctoring exams as required.
• Maintains electronic calendars of faculty members, schedules appointments, arranges meeting logistics, room reservation, remote meeting setup, itinerary, materials, and records, transcribes and distributes meeting notes as required.
• Reconciles and provides word-processing, spreadsheet, and presentation services, including preparing newsletters, correspondence from hand or type-written notes, and editing and formatting documents.
• Prepares, formats, edits, proofreads coursework, syllabi, handouts, presentations, etc., and scans and uploads/posts the same on the learning management system.
• Initiates and tracks purchase requisitions for inventory and supplies required by the faculty members and students.
• Assists the faculty members in submitting travel and other reimbursement claim forms and tracking to ensure they are processed as per established guidelines.
• Maintains the faculty area workroom, ensuring appropriate equipment, stationery supplies, and materials are available and in working condition.
• Receives and distributes correspondence and coordinates with the mailroom for courier services as required.
• Maintains the inventory of white coats for faculty members and coordinates the laundering as required.
• Performs other duties as assigned.