Administrative Assistant I, Division of Health Care Technologies

About the role

The Administrative Assistant for the Division of Health Care Technologies provides high-level administrative support to ensure the smooth operation of the division. This position is responsible for managing daily office functions, coordinating schedules, preparing reports, and assisting with division projects and events. The role requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. The Administrative Assistant serves as a key point of contact for faculty, staff, students, and external partners, supporting the division’s mission to deliver excellence in healthcare education and innovation.

Responsibilities

• Perform clerical functions: operate word processing and office equipment to compile, write, and edit memoranda, correspondence, reports; operate electronic mail and disk filing systems.
• Perform receptionist duties: schedule meetings, make travel arrangements, create and maintain calendars, screen calls, record messages, maintain files, enter data, perform research and analysis, prepare and take minutes.
• Manage general office affairs: work with confidential information, gather data, create reports, review, track, and respond to documents, analyze office systems, implement new procedures, coordinate activities with other departments, maintain outside contacts.
• Compose business correspondence.
• Plan and coordinate events.
• Assist with contracts.
• Maintain student/faculty files.
• Process fiscal and budgetary documents: departmental requisitions, inventories, personnel and employment records, budget reconciliations.
• Track division expenditures; work with development office, Office of Sponsored Projects, and payroll.
• Prepare documents for grant reporting on budget use multiple times throughout the year.
• Disseminate general information to students, employees, and others; explain department and College policies and procedures.
• Train and delegate tasks to part-time staff.
• Create and maintain training handbooks.

Requirements

• Two (2) years of full-time post‑high school education equivalent to 60 credit hours or an Associate degree.