Job Details

Administrative Associate 3

This position is located in Knoxville, TN.

Job Summary/Essential Job Functions: The Administrative Associate 3 provides administrative and operational support for the Department of Undergraduate Medical Education (UME) to ensure effective coordination of programs, student activities, and departmental functions, as well as provides administrative support to the Assistant Dean of UME to support scheduling, communication, and routine office operations. This position provides administrative and coordination support under the direction of the Assistant Dean of Undergraduate Medical Education and within established departmental procedures.

Responsibilities

1. Assists with the collection, organization, and maintenance of UME data, including Capstone, clerkship documentation, course evaluations, and inputting data into a spreadsheet.
2. Assists with the coordination and proctoring the National Board of Medical Examiners (NBME) exams.
3. Supports planning and implementation of departmental events such as student events, faculty meetings, information sessions, workshops, Match Day, and annual meetings.
4. Support the Department of UME with administrative coordination of annual review meetings and distribution of policy-related communications from CSS, CUME and academic leadership.
5. Drafts and prepares correspondence, reports, agendas, and presentations using information provided by the Assistant Dean or gathered from existing documents and communication.
6. Assist with scheduling and logistical coordination of meetings and engagements for the Assistant Dean of UME.
7. Provides support with meeting logistics, document preparation, and information sharing, while handling sensitive and confidential information with discretion as required.
8. Performs other related job duties.

Qualifications

Education: High School Diploma or GED. (Transcript required)

Experience: Four (4) years of experience in performing office duties or customer service; OR Bachelor's Degree in lieu of experience; OR Associate's Degree and two (2) years of experience performing office responsibilities or customer service. (Experience in higher education or healthcare environments is preferred.)

Knowledge, Skills, and Ability:

• Strong organizational and time management skills with attention to detail.
• Professional written and verbal communication skills.
• Ability to manage confidential information with discretion.
• Experience coordinating meetings, schedules, and administrative processes.
• Proficiency with Microsoft Office and shared document platforms.
• Ability to work collaboratively in a team-based, academic environment.
• Ability to adapt to changing priorities and deadlines.

Work Schedule: This position may occasionally be required to work evenings. May require occasional overnight travel.