Sr. Administrative Assistant- AZ- Professional Engagement and Development- Arizona College of Optometry

The Arizona College of Optometry is seeking a highly organized and proactive Sr. Administrative Assistant to coordinate programs and events that support continuing education (CE), student career development, faculty engagement, admissions initiatives, and alumni relations.

This role requires consistent follow-through, with responsibility for overseeing event logistics, collaborating with internal and external partners, and ensuring all programs are well-organized, professional, and effectively coordinated. Must be willing to work occasional evenings or weekends. 

• →Coordinate CE events (virtual and in-person), including speaker outreach, logistics, registration, and follow-up
• →Work with the College continuing education committee for event coordination and execution of event ideas and projects.

• →Serve as administrator for the Association of Regulatory Boards of Optometry CE tracking and compliance
• →Support planning of student career development programming, including the annual career fair
• →Coordinate admissions-related events (e.g., open houses, pre-optometry programs) and alumni engagement initiatives
• →Identify and coordinate external speakers and resources for faculty development initiatives
• →Coordinate event communications and promotional efforts, including social media
• →Serve as the primary point of contact and assist in coordinating internal and external community events in collaboration with the marketing department, including high school career days and community outreach activities.
• →Coordinate event logistics, including facilities, catering, audiovisual needs, and materials
• →Maintain records and track participation and engagement metrics
• →Ensure programs and events are executed in a professional and organized manner
• →Perform other duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and a safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A high school diploma or GED and 3–5 years of experience in administrative support, program coordination, event planning, or a related field are required. Experience in healthcare or professional education environments is preferred.  One year certificate from college or technical school and/or an Associate's degree and 5-7 years relevant working experience desired.

Familiarity with continuing education (CE) programs or compliance requirements; experience collaborating with external partners, alumni, or industry stakeholders; and experience with social media or event promotion is preferred.

Must have the ability to prioritize multiple projects and deadlines while applying strong organizational, communication, and interpersonal skills. Proven ability to follow through on responsibilities with minimal oversight, along with proficiency in Microsoft Office applications and the ability to quickly learn new systems.

Computer proficiency in MS Office (Word, Excel, Outlook).  

Intermediate skills:  Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Intermediate skills:  Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms.  The employee is regularly required to sit, talk and hear.  The employee must occasionally lift and /or move up to 25 pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability and pet insurance.  We offer flexible spending accounts, including healthcare reimbursement and a child/dependent care account.  We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, a child care subsidy reimbursement program, identity theft protection, and an employee assistance program.  Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility.