About Careertakes

👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.

Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.

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Position Overview

Confidential Client is hiring an Academic Services Professional (Open Rank: Entry - Intermediate) to support the Department of Family Medicine. This hybrid, full-time position coordinates rural and course-based programs, provides administrative support to faculty and students, manages course systems and logistics, and helps maintain program budgets and records.

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What You’ll Do

• Coordinate the Rural Program (50%): manage student rosters and schedules; update session learning objectives; reserve classrooms; order and maintain supplies; contact guest speakers; update Canvas course content; track attendance and submit grades; assist with travel and reimbursements for faculty/students; reconcile event expenses and manage inventory.
• Coordinate DFM MSE courses (50%): manage student enrollment for Acting Internships (AIs) and electives; update Canvas and Oasis course catalog entries; reserve rooms and coordinate supplies; communicate with clinical rotation sites and submit AHEC housing rotations; ensure student paperwork, evaluations, and credentialing are completed.
• Maintain databases of student interest, course participation, alumni and graduate contacts.
• Support continuous quality improvement (CQI) for AIs and electives in collaboration with academic leadership.
• Serve as primary liaison to the School of Medicine for FMMD courses; attend monthly coordinator and post-clerkship committee meetings.
• Provide administrative support to faculty, students, and the Family Medicine Interest Group (FMIG) — arranging travel, submitting reimbursements, purchasing and setting up meetings/events, tracking expenditures, and supporting budget awareness.
• Use and learn university systems (Canvas, Oasis, Concur, Marketplace, EMS, Zoom, Qualtrics, Smartsheets, Microsoft 365) and adapt to new software/tools as needed.

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Work Location & Schedule

• Hybrid — eligible for a hybrid schedule (typically 3 days per week on campus; additional in-person as needed).
• Full-time.

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Compensation

Anticipated pay range (hiring range):

• Entry Professional: $45,017 – $60,323 per year
• Intermediate Professional: $48,989 – $65,645 per year

(These ranges represent the Confidential Client’s good faith estimate at the time of posting. Final salary will depend on experience and level.)

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Benefits & Perks

• Medical, dental, and vision plans (multiple options)
• Disability and life insurance options
• Retirement plan with employer contributions (example: 401(a) contribution)
• Generous paid time off, sick leave, and paid holidays
• Tuition benefit across campuses
• Public transit benefits (ECO Pass) and additional employee programs

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Minimum Qualifications

Entry Level:

• Bachelor’s degree (education, psychology, business, public administration, healthcare, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field) from an accredited institution.
• Substitution permitted: a combination of education and related technical/military/paraprofessional experience may be used year-for-year in lieu of a bachelor’s degree.

Intermediate Level:

• Bachelor’s degree in fields listed above (or directly related).
• Substitution permitted as above.
• One (1) year of professional-level experience.

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Preferred Qualifications

Entry Level:

• One (1) year of experience in higher education.
• Administrative support experience in higher education, medical school, or health sciences settings.
• Familiarity with curriculum management and coordination.

Intermediate Level:

• Two (2) years of administrative support and/or office management experience, preferably in an academic healthcare setting.
• Experience with university education and procurement systems (Canvas, Concur, Marketplace, EMS Room Reservation and Service).

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Knowledge, Skills & Abilities

• Strong written and oral communication with internal and external partners.
• Proficiency, or ability to quickly become competent, with Microsoft Word, Excel, PowerPoint, Outlook, Teams, SharePoint, Canvas, Oasis, Zoom, Qualtrics, and Smartsheets.
• Excellent organizational skills; ability to manage multiple priorities with minimal supervision.
• Sound judgment, confidentiality, attention to detail, and ability to work independently and as part of a team.
• Ability to tolerate ambiguity and adapt to changing priorities and tools.
• Quick learner with strong follow-through.

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Equal Opportunity & Hiring Transparency

Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.

If you have questions about how your data is used, please contact us directly.