Administrative Support Assistant II, School of Health Professions
Job Description
Class Description
The purpose of this class is to provide professional level administrative support services to assigned department or program.
Minimum Requirements
High school diploma/GED and five years related office experience or Associate’s Degree and three years related office experience; knowledge and experience using Microsoft Office applications; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 35 wpm. (Candidates with proof of current Microsoft Office Expert Specialist Certification do not need to test.)
Class Specific Essential Duties
- Assist and provide information to students, faculty, administrators and the college community.
- Assist in planning meetings, special events, and with special projects.
- Serve as liaison between department or program and other offices or organizations.
- Research, analyze and process data into college systems.
- Maintain records and files.
- Answer, screen and direct telephone calls.
- Compile reports, documents, forms and correspondence.
- Create and track check requests, requisitions, work orders and other request forms.
- Process and manage all relevant course, program and/or personnel paperwork.
Position Specific Essential Duties
1.Administrative Support
•Provide direct administrative support to the Assistant Dean, managing their calendar, scheduling appointments, and organizing travel arrangements.
•Serve as the main point of contact for the Assistant Dean, handling correspondence, phone calls, and email communication.
•Draft, proofread, and edit documents, reports, presentations, and emails on behalf of the Assistant Dean.
2.Office Management- Maintain the office’s daily administrative operations, including filing, data entry, and ordering office supplies.
- Ensure accurate and organized record-keeping of the Assistant Dean’s files, reports, and confidential information.
- Manage the flow of office communications and ensure all administrative tasks are executed efficiently.
- Schedule and coordinate meetings for the Assistant Dean, including preparing agendas, gathering materials, and distributing meeting minutes.
- Plan and organize school-wide events, conferences, or workshops, handling logistics such as venue reservations, catering, and communication with participants.
- Follow up on action items from meetings and ensure the Assistant Dean is kept informed of project progress.
- Act as the liaison between the Assistant Dean and faculty, staff, students, and external partners.
- Field inquiries and requests for the Assistant Dean, escalating matters when necessary.
- Coordinate communication efforts between the Assistant Dean’s office and various departments within the school.
- Assist with preparing accreditation materials, faculty reviews, and other academic reports.
- Collaborate with academic departments and faculty to collect, compile, and present data or materials for the Assistant Dean’s review.
- Support the Assistant Dean in initiatives related to academic programming, student services, and faculty development.
- Support the Assistant Dean in tracking and managing key projects and initiatives across the school.
- Coordinate timelines, deliverables, and communications related to specific projects, ensuring tasks are completed on time.
- Assist with the preparation of reports, presentations, and data analysis for strategic planning and school initiatives.
•Monitor the office budget for the Assistant Dean, keeping track of expenses and preparing financial reports as requested.
•Assist with processing financial transactions such as expense reports, reimbursements, and purchase orders.
•Work closely with the finance office to ensure proper tracking and reporting of the Assistant Dean’s office expenses.
8.Event and Committee Support- Assist in the planning and execution of special events, committees, and academic forums organized by the Assistant Dean.
- Prepare materials, communicate with participants, and ensure smooth operations during events.
- Serve as support staff for school committees led by the Assistant Dean, including organizing meeting schedules and maintaining records.
•Assist with recruiting, onboarding, and providing administrative support for staff under the Assistant Dean’s purview.
•Maintain personnel files and assist in coordinating the scheduling of performance reviews, interviews, and staff training sessions.
•Handle administrative tasks related to faculty hiring, promotions, and tenure processes, ensuring accurate record-keeping and submission of required documents.
10.Accreditation and Compliance Support
•Assist with collecting, organizing, and submitting data for accreditation purposes, ensuring compliance with school and university standards.
•Coordinate the preparation of reports, evaluations, and other documentation required for accreditation and program reviews.
•Ensure that all documents related to accreditation and compliance are maintained in a systematic and accessible format.
Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.
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