I. Job Summary: Working under the supervision of the Chairs for the departments of Family
Medicine, Rural Primary Care and OB-GYN, the full-time Administrative Assistant performs a
wide range of administrative and office support activities for the department and/or supervisors
to facilitate the efficient operation of the organization. Provide quality administrative support by
displaying sound judgment, accuracy, diplomacy, confidentiality and discretion.
II. Job Duties:
1. Coordinate and maintain student and preceptor records for all departments, which include,
but not limited to, rotation schedules, rotation exam grades, student rotation logs, and
preceptor files.
2. Work closely with Clinical Affairs personnel regarding student rotation schedules and exams.
3. Interact with rotation site coordinators.
4. Communicate on a monthly basis with third year students regarding their upcoming
rotations.
5. Coordinate site visits and conference calls with core site preceptors (actual site visit once
each year, and followed by a conference call approximately six months later; to include
preparation of meeting documents - agenda, composite evaluation on preceptors, and other
necessary materials.
6. Ensure submission of all necessary faculty credentialing information (CV, state license, board
certificate, etc.). Assist the Department of Clinical Affairs and the Site Coordinators in
obtaining all documentation required for the appointment and reappointment of physicians
within the departments of Family Medicine, Rural Primary Care and OB-GYN. Work with
the respective Chairs to ensure they contact any new clinical faculty members and assist
them in providing the Chair letter of recommendation when required.
7. Maintain and update the office’s Outlook calendar for each department chair to coordinate
work flow (lectures, meetings, site visits, labs, etc.)
8. Assist the Chair in the ongoing monitoring of and revision of both 3rd and 4th year
department website and portal to ensure all information is of high quality, accurate and up to
date.
9. Assure that each individual clinical site’s instructions are kept updated and accurate for
student reference.
10. Input all end of rotation exam questions into ExamSoft software. Assist the chair in the
evaluation of exam performance statistics and in posting any modifications to exam
questions based on the statistical data provided.
Job Title: Administrative Assistant for Family Medicine, Rural Primary Care & OB-GYN
Department: Clinical Affairs Date: February 2026
FLSA: Non-Exempt Work Location: Carolinas Campus
Employee Category: Classified Staff Work Schedule: M–F, 8a – 5p
Reports to: Discipline Chairs for Family
Medicine, Rural Primary Care & OB-GYN;
Associate Dean for Clinical Affairs
Percent Employment: 100%
Direct Reports: N/A
