Job Title: Administrative Assistant for OB-GYN and Pediatrics
Department: Clinical Affairs Date: May 2026
FLSA: Non-Exempt Work Location: Louisiana Campus
Employee Category: Classified Staff Work Schedule: M-F, 8:00am – 5:00pm
Reports to: Department Chairs for OB-GYN &
Pediatrics, Associate Dean for Clinical Affairs
Percent Employment: 100%
Direct Reports: N/A
I. Job Summary: Working under the supervision of the Chairs for the departments of OB-GYN
and Pediatrics, the Administrative Assistant performs a wide range of administrative and office
support activities for the departments and/or supervisors to facilitate the efficient operation of
the organization.
II. Job Duties:
a. Coordinate and maintain student and preceptor records for the two departments, which
include, but not limited to, rotation master schedules, rotation exam grades, student rotation
logs, and preceptor files.
b. Work closely with Clinical Affairs staff regarding student rotation schedules, exams, and
student placement.
c. Interact with rotation site coordinators, preceptors and their office managers.
d. Coordinate and organize teacher associates and schedules for the Pelvic Model Program, as
well as work closely with Medical Education to assign students to ECE experience.
e. Communicate on a monthly basis with third year students regarding their upcoming
rotations.
f. 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, student schedule and photos, composite
evaluation on preceptors, and other necessary materials.
g. Ensure submission of all necessary faculty credentialing information (CV, state license, board
certificate, etc.)
h. Maintain and update office Outlook calendar for each department chair to coordinate
workflow (lectures, meetings, site visits, labs, etc.)
i. Monitor and assist with maintenance of the departmental website pages.
j. Assure that each individual clinical site’s instructions are kept updated and accurate for
student reference.
k. Maintain and update department Clerkship Manual when needed.
l. Input lecture exam questions into SoftTeach software.
m. Create and modify documents using word processing, spreadsheet, database and/or other
presentation software such as Microsoft Office, including (but not limited to) preceptor
payment invoices, master and individual site rotation schedules, site instructions, and yearly
OB-GYN newsletter.
n. Support staff in assigned project-based work.
