Title: DAOM Administrative Assistant

Supervisor: DAOM Program Manager
Department: Doctorate in Acupuncture and Oriental Medicine
Classification: This is a fulltime, non-exempt position

American College of Traditional Chinese Medicine

DAOM Administrative Assistant

Job Description

ABOUT CIIS

California Institute of Integral Studies (CIIS) in San Francisco is a pioneer in integrative higher education, providing interdisciplinary, cross-cultural, and applied studies in psychology, philosophy, religion, cultural anthropology, transformative studies and leadership, integrative health, and the arts. The school is an accredited educational institution offering masters and doctoral degrees, as well as a Bachelor of Arts completion degree. We are conveniently located in the SOMA district of San Francisco which is a quick walk from BART, Muni and other public transportation.

GENERAL RESPONSIBILITIES:

Supports all administrative functions of the DAOM program and ensures that each module runs smoothly and efficiently.

JOB RESPONSIBILITIES:

Module preparation

Obtain the syllabus and class handouts from faculty and distribute to the DAOM students.
Communicate with faculty regarding classroom needs and clinical supplies.
Prepare materials prior to each class: syllabus, attendance sheets, handouts, DAOM evaluation forms, and CEU evaluation forms.
Apply for CEU credits for DAOM students and follow up with electronic survey processes.
Attend weekly meetings with the DAOM team.
Assist with DAOM open house activities.
Order any necessary office supplies.
Order food for meetings, monthly modules.

Clinic preparation

Check with faculty to find out patient specifications/conditions (patients are usually based on class subject) for the Clinical Theaters.
Coordinate patient recruitment for all clinic theatres and e-mail to all on ACTCM e-mail lists. Follow up with calls to patients to ensure a consistent schedule of patients for the clinic.
Create the appointment schedule for Clinical Theater and ground rounds.
Set the schedule for all clinical internship throughout the year.
Work with ACTCM clinic manager to obtain patient files for Clinic Theater.

Module and classroom support

Set up classrooms and assist with distribution of class materials.
Ensure each class is recorded for absent students.
Provide faculty and students with information and assistance as needed.
Set up treatment table and equipment for the Clinical Theater.
Escort the patients and collect all necessary information and documents for the Clinical Theater.

Hotel reservations

Reserve hotel room for visiting professors.
Confirm with professor travel plan.
    Collect all travel receipts from DAOM faculty and pass on to the Director.

Administrative support for the following:

Update program database, website, tracking tools

Update student and faculty database on a regular basis.
Assist with updating student progress reports.
DAOM course file management: class syllabi, handouts, attendance sheets, grade sheets, CEU attendance sheets, ACTCM class evaluation forms, faculty resumes, etc.
Ensure that all ACTCM records are correct and updated.

ESSENTIAL QUALIFICATIONS AND EXPERIENCE

Bachelor’s degree from a four- year college
Must be proficient with Microsoft Office Suite (Word, Excel and Outlook)
Very strong organizational, administrative, communication (verbal and written) and interpersonal skills
Minimum of two – four years of administrative experience in an office environment
Must be willing to work weekends once a month
Positive attitude – ability to interact with students, faculty, staff and the community with sensitivity and diplomacy
Strong attention to detail, ability to work well under pressure and multitask across a range of responsibilities
Self starter – must be able to work and manage time independently and efficiently
General understanding of the graduate academic environment, including issues of confidentiality
Familiarity with marketing/social media and the field of higher education highly desirable

NOTE TO CANDIDATE

Physical Requirements:
This position requires the ability to;
Ability to sit for extended periods of time and the ability to manage repetitive hand/wrist movements while using a computer keyboard and/or the phone.
Ability to bend, squat, stoop, and occasionally walk up several flights of stairs
Ability to lift and/or carry up to 10lbs, occasionally

Working Conditions:
Duties are primarily performed in an office environment at a desk or computer terminal, typically, Monday through Friday, with monthly classes held one Saturday and Sunday a month.

Due to the sensitivity and requirements of our positions, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver’s license.

TO APPLY

Please email your cover letter and résumé to jobs@ciis.edu.
Please list the job title in the subject line of your email.
Equal Opportunity Employment Policy

CIIS strongly pursues diversity in its hiring practices. Diversity refers to the variety of experiences and perspectives which arise from differences in race, culture, spiritual practice/religion, physical abilities, heritage, appearance, age, gender, sexual orientation, social class, nationality, and other characteristics.

CIIS values and promotes diversity because it enhances academic excellence, the educational experience, and the learning environment. CIIS believes equal opportunity for all students, faculty and staff is essential to successfully achieving our mission.