Administrative Associate 3-College of Medicine Student Affairs
University of Tennessee at Martin
Salary undisclosed
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Description
- Assists in the day-to-day operations of the Office of Student Affairs.
- Manages incoming correspondence and disseminates to appropriate recipients; processes communication for the Associate Dean, Assistant Deans, and Student Affairs Director.
- Schedules and accepts appointments with students, faculty, administration, and non-UT personnel for student-related issues.
- Manages the departmental and Associate Dean’s calendar and event scheduling. Sets up events, creates presentations, and takes meeting notes.
- Collates information from evaluations and prepares drafts of Medical School Performance Evaluation.
- Coordinates and implements career planning activities and workshops for first, second, third, and fourth-year medical students, focusing on the professional developmental needs of students, maximizing the potential for success during undergraduate and post-graduate education.
- Refers and schedules students for advanced academic, personal, career, and financial counseling sessions with the Associate and Assistant Dean of Student Affairs.
- Assists in student activities throughout the year- MPOWER (faculty/peer mentor events), graduation, parents' reception, Match Day, Caduceus Ball, Residency Exploration Day, Student Clinicians Ceremony, and Cannon and Hand Scholarship lunches.
- Prepares travel forms for the Office of Student Affairs, student organization national conferences, and regional meetings for non-UT guests traveling under the auspices of the Office and/or College of Medicine.
- Maintains and manages electronic filing systems of confidential and non-confidential correspondence and reports.
- Performs other related duties as assigned.
Qualifications
MINIMUM REQUIREMENTS:
EDUCATION: High School Diploma or GED. (TRANSCRIPT REQUIRED)
EXPERIENCE: Four (4) years of administrative experience at the executive level; OR Associate’s Degree and two (2) years of experience at the executive level; OR a combination of education and experience to equal four (4) years.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Excellent organization, verbal and written communication skills.
- Ability to work independently with little to no supervision.
- Ability to maintain confidentiality when handling student matters, correspondence, and meetings.
- Excellent computer skills, including proficiency in Doodle Pro, Microsoft Office, Microsoft PowerPoint, Microsoft Teams, Zoom, and DASH.
- Attention to detail with a strong work ethic.
WORK SCHEDULE: This position will occasionally be required to work weekends and evenings.
About this role
The Office of Student Affairs at the University of Tennessee College of Medicine in Memphis is seeking an Administrative Associate to manage the operational backbone of a busy student-focused department. You would handle scheduling, correspondence, calendar management, and event coordination for the Associate Dean, Assistant Deans, and Student Affairs Director while serving as a key point of contact for medical students navigating academic, career, and personal support services. The role involves preparing performance evaluations, coordinating career development workshops across all four years of the medical program, and supporting major departmental events throughout the academic year—from Match Day to graduation ceremonies.
This position requires strong administrative fundamentals: four years of executive-level experience (or an equivalent combination of education and relevant experience), proficiency with Microsoft Office, Teams, Zoom, and specialized systems like DASH and Doodle Pro, and the ability to manage confidential student information with discretion. You'll need to work independently, juggle multiple priorities, and communicate clearly with students, faculty, and external guests. Occasional weekend and evening hours are part of the schedule.
The role suits someone who thrives in a structured healthcare education environment, takes pride in keeping complex operations running smoothly, and values supporting student success behind the scenes. If you have solid administrative experience and are comfortable with both routine tasks and event logistics in an academic medical setting, this could be a good fit.
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