CPHS Administrative Assistant 2

Position Number: 998299

Unit/Department: Dean's Office Pharmacy & HS

Salary: Commensurate with qualifications and experience

Department Summary:

The Drake University College of Pharmacy and Health Sciences is excited to hire a highly organized administrative assistant who will excel in a multi-faceted position working with college administrators, faculty, staff and students. This position will supervise student employees, facilitate room scheduling, manage use of instructional equipment, and complete other similar office tasks. Excellent problem-solving skills, oral and written communication skills as well as the ability to demonstrate initiative and independent decision-making skills meeting multiple deadlines is necessary. Position requires the development of a thorough knowledge of College and University policies and procedures. Position requires the establishment of a collegial, collaborative working relationship with administrators, faculty, staff and students.

Job Summary:

45% College Administrative Support: Serve as the first level of communication, answering questions from office visitors and current or prospective students. Assist with scheduling and preparing for prospective student visits. Provide basic office support including front desk coverage, filtering voicemails and inquiries to appropriate faculty and staff. Assist with copying, electronic scanning, electronic filing/organization, and maintaining office equipment. Update and maintain College calendars. Manage College room reservations. Assist external visitors with parking requests. Facilitate ordering of office supplies by sending needs to CPHS Budget Manager for ordering. Maintain college loaner computers and instructional equipment, ensuring timely and appropriate updates throughout the year and coordinating reservations. Manage and disperse College mail and packages. Assist with hiring and onboarding processes by assisting with scheduling interview itineraries and ordering of business cards, name badges, and office name plates. Coordinate poster printing for faculty, staff and students for research and educational posters as well as capstone projects. Serve as a backup for College meetings and minutes if needed. Assist with college events and special projects as assigned.

15% Faculty/Departmental Support: Schedule and attend department meetings, disseminate agendas, prepare and distribute meeting minutes, and maintain and archive appropriate departmental records. Secure room reservations and reserve equipment for faculty as necessary.

15% Building Manager: Serve as a contact for the College regarding building maintenance including electronics, heating, cooling, office moves, cleaning and other general maintenance and repairs; also including electronic/technology needs and other work orders. Complete work orders as requested for facilities repair and maintenance. Attend facility meetings.

15% Supervise Student Employees: In coordination with the CPHS Budget Manager and University Human Resources, utilize online recruiting platform, graphic design tools and digital signage platform to recruit and hire work-study students for the College. Ensure the work-study training manual is updated annually with accurate job duties and reference materials. Create semesterly schedules and supervise the workload of student workers. Assign tasks to student workers as appropriate and approve student worker timecards.

5% Communications Support: Send College-wide communication and correspondence as necessary. In coordination with the CPHS Communications Manager, utilize graphic design tools to create posters and maintain and update college digital signage platform.

5% Other duties as assigned

Minimum Qualifications:

• Associate or bachelor’s degree

• 1-3 years’ work experience

• Excellent oral and written communication skills

• Proficiency with email, calendars, scheduling appointments and meetings

• Ability to operate multi-function printing, scanning and fax machines

Preferred Qualifications:

• Higher education experience

• Basic accounting skills and budget knowledge

• Experience and proficiency using Microsoft Office products (Outlook, Word, Excel, Power Point, TEAMS) and Adobe Acrobat

• Supervisory experience

• Problem-solving, oral and written communication, project initiative and management, independent decision making, and multi-tasking skills

Job Duties:

• 45% - College Administrative Support - (Essential)
• 15% - Faculty/Departmental Support - (Essential)
• 15% - Building Manager - (Essential)
• 15% - Supervise Student Employees - (Essential)
• 5% - Communications Support - (Essential)
• 5% - Other duties as assigned - (Essential)

Special Instructions to Applicants:

For consideration, you must apply online. Please include a resume and cover letter.

Review of Applications Begins:

A review of applications will begin immediately. This position will remain open until filled.

Salary and Benefits:

At Drake, we are proud to offer our employees, their spouses, and eligible dependents a comprehensive benefits package, which includes a wide range of core benefits, perks, and discounts.