Overview

Administrative Assistant

UnityPoint Health - Allen College

Shift : Full-time; 1st shift

Benefits Eligible

Allen College is accepting applications for a full-time Administrative Assistant beginning immediately. The administrative assistant to academic affairs reports directly to academic leadership and is assigned as support personnel for academic leadership and academic areas.

Independent judgment is required regarding the organization of departmental files and records and conducting several office procedures.

In compliance with the Clery Act, Allen College publishes an Annual Security report containing three previous years of crime statistics, institutional policies concerning campus safety, and a fire safety report.

The report is available at . A paper copy is available upon request.

Allen College is an Equal Opportunity Employer.

• Allen College was recognized in The Chronicle of Higher Education as a Great College to Work For in 2023. Allen College was given Honor Roll status and received recognition in several categories including job satisfaction and support;
• compensation and benefits; mission and pride; supervisor / department chair effectiveness; confidence in senior leadership;

faculty and staff well-being; shared governance; and faculty experience.

Why UnityPoint Health?

• Commitment to our Team We’ve been named a by Becker’s Healthcare for our commitment to our team members.
• Culture At UnityPoint Health, you matter. Come for a fulfilling career and experience guided by uncompromising values and unwavering belief in doing what's right for the people we serve.
• Benefits Our competitive program offers benefits options that align with your needs and priorities, no matter what life stage you’re in.
• Diversity, Equity and Inclusion Commitment We’re committed to ensuring you have a voice that is heard regardless of role, race, gender, religion, or sexual orientation.
• Development We believe equipping you with support and is an essential part of delivering a remarkable employment experience.
• Community Involvement Be an essential part of our core purpose to improve the health of the people and communities we serve.

Responsibilities

• Acts as an administrative assistant to academic leadership and schools’ deans, including answering the telephone, giving information, and making appointments as requested.
• Receives and transcribes dictation and prepares correspondence memos, reports and other data for academic leadership and deans.
• Maintains schedules including academic leadership, deans, college, and department calendar.
• Arranges meetings, travel and hotel reservations when necessary for academic leadership, deans and departments under academic affairs.
• Opens and prioritizes all incoming mail as requested for academic leadership and deans, composes replies such as acknowledgements, answers to specific factual questions, follow-up communications, etc.
• Performs special clerical projects or administrative duties with regard to the general operation of the department(s) such as ordering supplies, assisting with preparation of reports (i.

e. accrediting organization reports and other reports) as requested and assisting with accreditation visits as needed.

• Provides administrative assistant support to the academic programs as needed under the direction of academic leadership.
• Prepares requests for payments / purchases and reconciles Pcard.
• Prepares and coordinates agreements as requested.
• Assists academic leadership and deans with special events (official school functions) providing support and coordination where needed.
• Facilitates the process for approving, offering, and reporting nursing continuing education (CEU) under the direction of the School of Nursing Dean.
• Acts as a receptionist and assists with wayfinding.
• Schedules the College facilities for departmental needs.
• Maintains confidential educational records under the direction of the academic leadership and deans.
• Provides support and performs administrative duties with regard to the College Faculty Organization, advisory committees and other committees as requested, which may include taking minutes, scheduling rooms and sending appointments.
• Maintains confidentiality of student, college, and hospital information at all times.
• Performs other duties as assigned.
• Demonstrates the UnityPoint Health FOCUS Values and Standards of Behaviors as well as adheres to policies, procedures, and guidelines.
• Works effectively with the daily mental and physical stresses of the job which includes, but not limited to meeting deadlines, attending meetings, completing compliance requirements, meeting and working with staff, faculty, students and the public.

Qualifications

• Two years of college or commercial / business courses or associate’s degree. Will consider high school diploma and extensive experience in area of hiring in lieu of degree.
• Two years’ experience as an administrative assistant demonstrating excellent organizational and critical thinking skills, correspondence skills, attention to detail, telephone manners and respect for confidentiality.
• Proficient with Word, Excel, PowerPoint, and Publisher preferred.
• Ability to work on several projects simultaneously and to function effectively with disruptions.
• Ability to schedule, meet and maintain routines and deadlines and maintain integrity of records.
• Ability to anticipate problems and bring forth solutions.
• Must be able to read, write and speak English.

Last updated : 2024-05-21