The Administrative Assistant directly supports the Dean for the College of Health, Life Science and Education (CHLSE) and all programs within the college.

Essential Duties

Manages the Dean’s calendar and independently schedules appointments, arranges meetings and takes minutes as needed.

Serves as receptionist for the Dean (by telephone and in person). Screens incoming calls and correspondence and responds independently when possible.

Serves as coordination point for all activities sponsored by the Dean’s Office, such as programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.

Assists the Dean and Department Chairs with the accreditation processes.

Assists in the student registration process by entering new course schedules, provide Dean’s level overrides for coursework and/or petitions for additional hours.

Prepares confidential correspondence, reports, and other complex documents (including data regarding majors, advisees, class sizes, etc.)

Reviews and ensures adherence to institutional policies and procedures prior to the Dean reviewing and signing Part-time, Overload, and Summer faculty contracts as well as stipend/release forms.

Coordinates preparation of information to renew student liability insurance coverage.

Creates and maintains databases, spreadsheet files, and checklists.

Organizes, files, and maintains incoming and outgoing documents for the Dean’s office.

Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.

Assists in tracking first-time/full-time freshmen for retention and other academic markers as needed.

Assists in organizing and tracking academic petitions, graduation checklists and other academic documents.

Serves as the secretary for the College of Health, Life Sciences, and Education - College Curriculum and Policies Committee, prepares and distributes College Curriculum reports for Faculty Senate, Graduate Council, Program Assessment and Review Committee, and other relevant campus committees.

Coordinates all invoices for the Dean and manages all procurement card accounts.

Orders, tracks and maintains office supplies and other supplies as needed.

Serves as first point of contact for campus and guest inquiries, including student and/or parent complaints, for the College of Health, Life Sciences, and Education.

Coordinates faculty evaluation, promotion, and tenure review processes requiring Dean interviews, signatures, and/or submission to Academic Affairs.

Utilizes HR hiring software, and other modes of distribution, as necessary to place ads at the direction of the Dean and coordinates correspondence to applicants.

Manages recruiting, training, and supervising of student workers, if applicable.

Performs other duties as assigned.

Education, Experience, and Licenses

High School diploma or equivalent required; Associate or Baccalaureate Degree preferred. One-year certificate in office management from an accredited college or technical school; or twenty-four (24) months related experience and/or training; or equivalent combination of education and experience preferred.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).
• Ability to work independently and be a self-starter.
• Ability to maintain a high level of confidentiality.
• Ability to write complex reports and correspondence.
• Ability to calculate figures and amounts.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to communicate effectively, both verbally and in writing, with individuals or groups of students, faculty, staff, and members of the public.
• Ability to effectively operate a computer (prefer Microsoft Word, Excel and Access skills).
• Ability to speak effectively one-on-one and/or before groups
• Ability to occasionally work hours outside of the typical work-week for special events

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.