Administrative Assistant - Medical Education

Medical Education · Colton, California
Department Medical Education
Employment Type Staff-FT
Minimum Experience Entry-level
Compensation 21.63/hr - $24.04/hr

Position Purpose

Provides essential and high-level administrative support to the Office of Medical Education.


Information provided below is a general description of responsibilities; it is not intended to provide an all-inclusive list of responsibilities and may change depending on the needs of CUSM.


Essential Functions


  • Participates in the development, implementation, and administration of programs and initiatives of the CUSM-SOM Office of Medical Education.
  • Ensures that services for students are carried out in compliance with University policies and standards.
  • Establishes and maintains organized and efficient files and records for the Office of Medical Education; gathers, enters, and/or updates data to maintain records, files and databases, as appropriate.
  • Provides administrative support to various committees, processes purchasing requests coordinates activities related to curriculum and assessment, course and program evaluation, registration, and other student services. 
  • Compiles information, updates, formats and edits for grammar and accuracy, publications related to medical education.
  • Coordinates publication of materials in consultation with appropriate stakeholders for dissemination and/or meetings.
  • Prepares necessary files, and agendas, takes minutes, follows up on action items, and handles routine correspondence.
  • Coordinates activities related to the Office of Medical Education.
  • Prepares rooms for educational and assessment activities.
  • Prepares timetables, meeting materials, and schedules room bookings for the office.
  • Processes purchasing requests for the department, maintain inventory, and prepare regular and ad hoc budget/purchasing reports.
  • Monitors room scheduling system, and approves rooms for educational and administrative activities.
  • Monitors the student attendance tracking system daily and forwards data/reports to the appropriate administrators in a timely manner.
  • Maintains, verifies, and appropriately distributes documentation of excused/unexcused student absences.
  • Creates, composes, and edits technical and/or administrative correspondence, documentation, report, memos, and other written correspondence and materials. Data entry with a high degree of accuracy.
  • Applies knowledge of standard concepts, practices, and procedures.
  • Maintains up-to-date knowledge of current policies, procedures and regulations.
  • Performs other related tasks as requested or assigned.


COORDINATION               35%

  • Communicates effectively with deans, faculty, and staff.
  • Coordinates committee meetings, distributes preparatory materials, prepares and distributes meeting minutes, provides administrative support to assist in the completion of resulting action items, maintains committee timelines and rosters.
  • Assists Curriculum Coordinators with data collection and entry, document preparation and review, maintenance of educational calendar, proctoring examinations, maintenance of Curriculum inventory, question banks, faculty support for classroom and office technology.
  • Reviews and verifies student documentation of research activities, external learning opportunities – e.g., away electives and global health electives.
  • Serves as an integral component in staff, faculty, and student activities as directed by the Director or Associate Deans of Medical Education; delivering Pre-Clerkship, Clerkship, and Global Health curricula for the CUSM – School of Medicine.
  • Communicates and develops working relationships with a wide range of contacts, including administrative offices, hospital systems, the business community, and with other institutions.

Job Requirements – Minimum Qualifications Skills and Abilities



  • Excellent oral and written communication skills to communicate and interact effectively with colleagues, faculty, students, and visitors.
  • Knowledge of commonly used accounting principles and applications.
  • Knowledge of use of a personal computer and applications such as Microsoft Office (Outlook, Word, Excel, Access, and Power Point), and desktop publishing applications such as Adobe PageMaker, Photoshop, Acrobat, Microsoft Publisher, etc.
  • Demonstrated experience in a fast-paced, high-volume environment providing support.
  • Utilizes good judgment, informed decision making, concern for detail and timeliness, as well as appropriate discretion to deal with complex, confidential, and sensitive issues.


  • Ability to provide quality customer service via telephone, in-person, internet, and mail.
  • Ability to interact professionally with diplomacy, patience and courtesy with diverse groups and to establish and maintain effective and cooperative working relationships while providing exceptional customer service.
  • Ability to accept and follow directions.
  • Ability to work independently and complete assignments with minimal supervision.
  • Ability to prioritize assignments to complete work in a timely and accurate manner under pressure of deadlines, and with frequent interruptions and competing priorities.
  • Ability to adjust priorities quickly, multitask and have excellent organizational skills.
  • Ability to interpret policy and procedures related to the position and keep others informed.
  • Ability to develop spreadsheets and databases.
  • Ability to maintain confidentiality of information and records.
  • Ability to set up and maintain filing/records systems.
  • Ability to proofread materials, recognizing and correcting errors in conformance to established standards & guidelines, spelling, grammar and punctuation
  • Ability to prepare and maintain financial information and records

Minimum Requirements

  • Associates Degree
  • Two years of clerical experience
  • Or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties.

Desirable Qualifications

  • Experience in a medical school or higher education setting.
  • Familiarity of the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). This law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

Working Environment

  • General Office environment with minimal noise

Physical Demands

  • Occasional lifting, carrying, bending, pushing and/or
  • Significant fine finger dexterity
  • Sitting – 80%
  • Walking – 10%
  • Standing – 10%

Thank You

Your application was submitted successfully.

  • Location
    Colton, California
  • Department
    Medical Education
  • Employment Type
  • Minimum Experience
  • Compensation
    21.63/hr - $24.04/hr