Administrative Assistant

Administrative Assistant

School of Business and School of Pharmacy, University of Charleston

Position Summary:

The Administrative Assistant position is shared by the School of Business and the School of Pharmacy. The hourly position is full-time, and the schedule is Monday – Friday 8:30 a.m. – 5:00 p.m., weekends and holidays as needed. The administrative position will report directly to the Dean of the School of Business, with input from the Dean of the School of Pharmacy. The administrative assistant is primarily responsible for assisting the Deans in managing the day-to-day functions of the schools. The essential functions of the position will primarily be performed in the School of Business, with duties carried out in the School of Pharmacy office as requested.

Essential Responsibilities:

School of Business

• Coordination and tracking of functions, processes, communications, and approval documents that include applicant interviews, awards, outside vendors, etc.
• Assist with check requisitions, purchase orders, reimbursements, recurring vouchers, expense reports for faculty, and reconciliation of purchase/debit card.
• Work with Program Directors and Dean to enter class schedules in Colleague.
• Schedule School meetings, prepare meeting minutes, disseminate correspondence, and maintain a database of all past minutes.
• Serve as the primary liaison for textbook orders through the bookstore.
• Collect and maintain all faculty workload documents.
• Collect and maintain school information, documents, and files- qualification forms, conflict of interest forms, teaching observations, annual reviews, etc.
• Provide all necessary documents and communications for new faculty searches, onboarding of new faculty, and cessation of employment.
• Order name badges, business cards, and other supplies for faculty.
• Assist with course waitlists.
• Assist with School of Business recruiting events and activities.
• Other duties as assigned by the Dean.

School of Pharmacy

• Collaborate with the Office Manager and Executive Assistant to the Dean to fill in as needed and complete program-related projects.
• Assist with coordination of graduation and related activities: The end of spring semester will involve preparing for graduation and pharmacy student on-campus review week.
• Collaborate with Student Solutions Center to provide necessary documentation for SOP graduate professionals and alumni.
• Be present for work in the School of Pharmacy when requested.
• Other duties as assigned by the Dean.

Qualifications:

• Bachelor’s degree preferred
• Two (2) years of administrative support or office management experience
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to work independently and in accordance with University policies and procedures
• Willingness to take the initiative to create/modify processes to promote productivity
• Excellent organizational and problem-solving skills, including attention to detail
• Good verbal and written communication skills
• Ability to maintain confidentiality at all times
• Commitment to great customer service

Applications will be reviewed as they are received.

Applicants are requested to submit a cover letter addressing qualifications for the position, a current resume and contact information for three professional references to:

provostoffice@ucwv.edu

The University of Charleston is an Equal Opportunity Employer