Administrative Assistant

Budgets

• Maintain budget data and files as required.
• Process all necessary paperwork documents according to institutional protocol.
• Department supply ordering.
• Facilities/Maintenance requests as needed.
• Instructional technology (IT) and technology service requests.

Purchase Requisitions

• Collect and file student documents and maintain related databases.
• Oversight of maintenance of all office equipment, supplies, and repairs.
• PT Dept. direct calls: answer inquiries in a professional manner, take messages or redirect call to the appropriate party.
• Process exams (Scantrons) and forward results to faculty as requested.
• Student assessment proctoring as needed.
• Aiding faculty in course management needs as requested.
• Schedule and coordinate meeting spaces and other room reservations as requested.
• Use department reservation calendar and college wide reservation personnel in the Conference Office and Registrar's Office.
• Scheduling Program Director's/Department Chair's appointments as requested using Google calendar.
• Perform clerical duties as requested by faculty, such as: filing, copying, print shop and publications orders, ordering AV equipment, arranging rooms for presentations/meetings, placing food orders, and completing purchase requisitions.

Office Support

• Receive, distribute, and manage daily department mail.
• Assist with meeting arrangements including but not limited to: room reservations, invites, dining areas and food arrangements with Daemen Dining and outside vendors, Facilities/Maintenance setup requests, guest list maintenance, and other as needed.
• Prepare and update student academic advisor lists for all PT classes, maintain email lists in Google Drive, prepare new First Year Students in July/August in Google Drive.
• Professional-phase student instrument/tool kits: Quotes, order, prepare during the summer.
• American Physical Therapy Association (APTA) rosters for new professional-phase class.
• Proctoring exams as needed.

Qualifications

• High school diploma or equivalent and one year of administrative assistant/secretarial experience.
• Previous office experience & Microsoft proficiency required.
• Must work cooperatively and collaboratively with all department personnel and all other members of the campus community.
• Ability to multi-task, have effective communication skills - accuracy and attention to detail is essential.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Ability to move around the office to access filing cabinets, office machinery, etc.

Total Compensation

• Total Compensation Package: Includes health insurance with an option of two plans, dental insurance, vision insurance, fully paid long term disability insurance, guaranteed-issue life insurance, tuition waiver, and entrance in Tuition Exchange scholarship opportunities.

Required Skills/Abilities

• High school diploma or equivalent.
• One year of administrative assistant/secretarial experience.
• Previous office experience & Microsoft proficiency.
• Work cooperatively and collaboratively with all department personnel and all other members of the campus community.
• Multi-task, have effective communication skills - accuracy and attention to detail is essential.
• Prolonged periods of sitting at a desk and working on a computer.
• Able to lift up to 15 pounds at times.
• Move around the office to access filing cabinets, office machinery, etc.