Administrative Assistant for Academic Affairs

Position Summary

To provide assistance to the Dean of Academic Affairs. Act as a liaison between Yearly Academic Chairs, students, faculty, staff, and external contacts including administrators from other colleges, universities, alumni, other physicians, vendors, and community leaders. Supervises the activities of faculty support staff.

Essential Functions

• Provide administrative assistance to Dean of Academic Affairs, including independent problem solving, organization, planning, acting as liaison with the Lead Academic Chair, faculty, staff, students, administration, as well as with external contacts.
• Provide support for various classroom software applications.
• Assists Dean of Academic Affairs with reports, letters, and memo composition, copying, typing, and answering the telephone.
• Handling incoming and outgoing mail and responding to correspondence independently.
• Screening visitors and maintaining a professional environment in the Academic office suite.
• Supervise faculty support staff and College Work-Study participants. Includes interviewing, training, evaluation, discipline, scheduling, time sheet approval and record keeping.
• Organize the faculty office suite. Includes ordering and maintaining adequate supplies for faculty and support staff productivity, monitoring office equipment upkeep and needs, and anticipation of equipment requests.
• Assists with the Dean of Academic Affair’s budget and is budget manager of the General Instruction budget which includes preparation, maintenance, approval of expenditures, record keeping, and report generation.
• Oversee the execution of the supplemental exam policy and scheduling. Includes monitoring and reviewing requests for supplemental exams. Communication and coordination of supplemental examinations with faculty and Assessment Center Director. Works closely with Lead Academic Chair to prevent abuse of the supplemental exam policy.
• Assist Dean of Academic Affairs with faculty evaluation process. Includes the confidentiality handling, computing, reporting, distributing, and storing of the students’ evaluation of faculty.
• Make travel arrangements, hotel accommodations, transportation arrangements, and submit travel reimbursements as needed.
• Other duties and responsibilities as assigned.
  
  

Experience, Education, And Training

• High school graduate, college preferred.
• Two (2) years of secretarial and general clerical experience and two (2) years supervisory experience desired.
• Proficiency in Microsoft Office includes word and excel, and ability to learn other software programs.
• Project management, some college and medical terminology are a plus.
• Thorough knowledge of business English, spelling and punctuation, record keeping, office practices, procedures, and equipment.
• Knowledge of the principles and practices of supervision.
• Knowledge of departmental functions and organization.
• Skill in composition, setting up and typing accurately and with reasonable speed, a variety of correspondence, reports, and other materials.
• Ability to conduct heavy interfaces with faculty and students; interface with administration, business office, and bookstore personnel.
• Confidentiality is mandatory.
  
  

Job Conditions

Normal forty (40) hour work week (Monday through Friday) with minimal overtime to meet deadlines during midterm and finals. Must be able to deal with stressful situations associated with multiple project deadlines.

Physical And Mental Requirements

Sedentary physical demand level. Speaking and listening. General verbal and numerical intelligence. A high degree of concentration is required.