Alice L. Walton School of Medicine (AWSOM) is seeking experienced, motivated, and dedicated leaders and educators to participate in the design and delivery of an innovative four-year medical school curriculum that engages medical students in active and novel learning.

Required Documents to Apply:

The Program Assistant, Receptionist will play a vital role within the Alice L. Walton School of Medicine (AWSOM) team, supporting the mission to establish the nation’s first medical school rooted in Whole Health principles and practices.

The Program Assistant, Receptionist will serve as front-line and administrative support to the school of medicine, working collaboratively with the other administrative staff and offices throughout the school. Responsibilities include greeting visitors, managing phone communications, ordering, and stocking office supplies, handling incoming mail, coordinating travel, planning events, supporting memberships and licensing processes, and processing expense reports.

The Program Assistant, Receptionist will work closely with various internal and external stakeholders, including but not limited to guests, AWSOM Students, the Whole Health Institute, local health systems, other medical schools and higher education institutions, and Art and Wellness Enterprises (AWE).

Job Description:

Program Assistant, Receptionist

About the Position

The Program Assistant, Receptionist will play a vital role within the Alice L. Walton School of Medicine (AWSOM) team, supporting the mission to establish the nation’s first medical school rooted in Whole Health principles and practices.

The Program Assistant, Receptionist will serve as front-line and administrative support to the school of medicine, working collaboratively with the other administrative staff and offices throughout the school. Responsibilities include greeting visitors, managing phone communications, ordering, and stocking office supplies, handling incoming mail, coordinating travel, planning events, supporting memberships and licensing processes, and processing expense reports.

The Program Assistant, Receptionist will work closely with various internal and external stakeholders, including but not limited to guests, AWSOM Students, the Whole Health Institute, local health systems, other medical schools and higher education institutions, and Art and Wellness Enterprises (AWE).

We are building a workplace and learning climate in which inclusive excellence and whole health principles are inextricable parts of our culture and practices. All voices are heard and valued, and professional and personal growth are actively supported. We are building a school that will facilitate exceptional professional development opportunities for our team members.

Key Responsibilities:

• Answers phones, takes messages, and routes to appropriate faculty/staff.
• Greets AWSOM visitors, external partners, faculty, and staff.
• Orders and stocks supplies for copy room, breakroom, conference rooms, and restrooms.
• Receives mail/packages and routes to appropriate faculty/staff. Sends packages/mail.
• Ad hoc management of calendars for meetings rooms, and other individuals assigned, meeting coordination, and set up.
• Ad hoc travel coordination as assigned; including hotel, flight, transportation, and itineraries.
• Coordinates with faculty and staff on special events, catering, meetings.
• Collaborates with program managers and Receptionists to ensure the school operates with consistency and efficiency.
• Effectively anticipates and respond to needs and requests, both internal and external.
• Functions in dynamic high-paced environment.
• Coordinates projects and meetings with remote and in-person partners.
• Executes tasks that require excellent multitasking, organization skills and attention to detail.
• Works independently on assignments.
• Other duties as assigned.

Qualifications:

• 2+ years of experience in an administrative, receptionist, or customer service role, preferably in an academic, healthcare, or corporate environment.
• High school diploma or equivalent required; an associate degree or some college coursework in business administration, communications, or a related field is preferred.
• Exceptional verbal and written communication skills, with the ability to interact professionally with a diverse group of stakeholders, including executives, faculty, students, and visitors.
• Proven ability to manage multiple responsibilities with attention to detail and accuracy, especially in a fast-paced environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with calendar and scheduling software; familiarity with expense reporting tools and virtual meeting platforms (Zoom, Teams) is a plus.

Skills and Abilities:

• Strong organizational skills.
• Excellent people and customer service skills that are based on courtesy and respect.
• Ability to learn new software applications.
• Strong time management skills with proven ability to meet deadlines.
• Ability to work independently and with initiative as well as a complementary team player with a positive attitude of collaboration and inclusion.
• Ability to multi-task and think critically in a busy work environment.
• Able to creatively and effectively problem solve.
• Flexibility to run office errands and assist with evening and weekend special events as assigned.
• Knowledgeable about the principles and procedures of record keeping.
• Proficiency in the use of Microsoft Office application to include Outlook, Word, Excel, and PowerPoint; and standard office equipment to include copiers, telephones, and other office technology required.

Skills Expected of All AWSOM Team Members

• Exemplary written, verbal, and other interpersonal communication skills.
• Adaptable and flexible to shifting needs of the position and the school.
• Strong collaboration skills and ability to recognize key stakeholders and advocates of innovation.
• Ability to establish credibility.
• Comfortable and effective with working in small and large groups.
• Highly self-directed, reliable, and accountable when working independently.
• Creative and open-minded around exploring new teaching approaches, topic areas, and opportunities for professional growth.
• Strong commitment to self-care.
• Demonstrated commitment to diversity and inclusiveness and possess the ability to work with varied groups of educators and stakeholders.
• Ability to effectively mentor a diversity of individuals.
• Commitment to meet and maintain staff development requirements related to this role.