Administrative Assistant - Health Sciences

Classification

Full-time, non-exempt, Office Support, Staff

Essential Functions And Responsibilities

• Provide comprehensive administrative and clerical support for the Dean of Health Sciences.
• Ensure the smooth, efficient, and effective operation of the Health Sciences division within the institution.
• Serve as the Health Sciences primary point of contact and liaison to faculty, staff, students and visitors to the Dean’s office.
• Uphold the principles of professionalism and standards of excellence during interpersonal interactions.
• Project a positive, harmonious image.
• Plan and organize daily work routine and establish priorities for the completion of work.
• Maintain effective and efficient output of all duties and responsibilities.
• Manage the Dean’s calendar, coordinate meetings, and handle correspondences.
• Organize and maintain electronic and physical files, ensuring accuracy and professional formatting.
• Ensure discretion and professionalism in handling sensitive and confidential information.
• Provide timely, accurate, and thorough support to internal and external stakeholders.
• Cookordinate logistics for divisional events, accreditation site visits, conferences, and pinning ceremonies.
• Cookordinate curriculum/continuing education class schedules for the division.
• Initiate human resources documents for the hiring of part-time instructors, create and distribute contracts, calculate payments, and submit monthly payroll reports to the business office.
• Maintain Health Sciences room schedules, instructor schedules, and course syllabus files.
• Purchase equipment and supplies through the e-procurement system, following college and state purchase and contract guidelines.
• Aid in acquiring quotes and bids.
• Maintain spreadsheets and documents for organizational and reporting purposes.
• Aid dean and faculty with processing forms, including leave, travel, field trips, and requisitions.
• Maintain an inventory of office equipment and supplies and ensure all equipment is maintained and operational.
• Attend training and professional development opportunities related to the skills and responsibilities of the position.
• Supervise daily activities of the division work-study student.

Additional Duties And Responsibilities

Perform other duties as necessary.

Minimum Qualifications

• Education Required: High school diploma or equivalent with at least two years of work experience in an office setting.
• Preferred: Associate Degree of Applied Science in Administrative Office Technology or related field.
• Experience in office support/office management in the Health Sciences field.

Skills

• Advanced computer software application skills.
• Specific software applications currently used include: Microsoft Word, MS Excel, MS PowerPoint, Google email and drive.
• Prefer experience with Colleague.
• Analyze problems skillfully and use logic to reach solutions.
• Ability to establish and maintain effective working relationships with students, faculty, staff, and visitors.
• Must be able to adapt to a high stress environment, handle frequent inquiries from faculty and students while maintaining a calm, professional attitude.
• Ability to work independently and as part of a team.
• Support a positive team environment.
• Demonstrate honesty, personal integrity and trustworthiness and ability to maintain confidentiality.

Physical Demands

• Computer use for long periods, standing, walking, lifting up to 15lbs.
• Must be able to multi-task.
• Light lifting of office supplies.
• Bending, stretching, and walking for filing and special events.

Working Conditions and Environment

• Typical campus office environment.
• Occasional evenings during registration, meetings, and special events.

Equipment Operation

• Software programs and routine office/computer equipment.