Administrative Assistant to the Dean of the College of Health, Life Sciences, and Education

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 Deans 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 Deans 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 Deans level overrides for coursework andor 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 stipendrelease 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 Deans office Arranges complex and detailed travel plans and itineraries and compiles documents for travel related meetings Assists in tracking first timefull 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 andor parent complaints for the College of Health Life Sciences and Education Coordinates faculty evaluation promotion and tenure review processes requiring Dean interviews signatures andor 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 andor 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 andor 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 manualsAbility to work in a positive team oriented manner with a variety of people students faculty staff administrators and members of the publicAbility to work independently and be a self starterAbility to maintain a high level of confidentialityAbility to write complex reports and correspondenceAbility to calculate figures and amountsAbility to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization existsAbility to interpret a variety of instructions furnished in written oral diagram or schedule formAbility to communicate effectively both verbally and in writing with individuals or groups of students faculty staff and members of the publicAbility to effectively operate a computer prefer Microsoft Word Excel and Access skillsAbility to speak effectively one on one andor before groupsAbility to occasionally work hours outside of the typical work week for special eventsPhysical DemandsWork 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 andor 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 shehe can safely perform the essential function of this job with or without reasonable accommodation