ADMINISTRATIVE ASSISTANT

Posting Details

Position Information

Posting Number 00234
Title ADMINISTRATIVE ASSISTANT
Position Title Administrative Assistant
Position Number 00119
Job Description

Under direction from the Physician Assistant (PA) Program Director, the Administrative Assistant coordinates and assists in the general administration of the PA Program. Provides administrative support to the department and determines time, place and sequence of operation. Oversees office activities and schedules. Monitors expenses, maintenance of equipment, supplies, etc. May assist to supervise office support staff. Provides specialized administrative support to assist the Program Director with complex details and advanced administrative assignments.

Required Qualifications

EDUCATION:
• Regionally accredited associate’s degree required; and/or equivalent of combined education and experience in the related field. Bachelor’s degree is preferred.

EXPERIENCE:
• 3 – 5 years’ experience with developing/modifying, or supporting a University program is preferred.
• Experience with software technology, strong technical aptitude and Microsoft outlook proficiency is required.

KNOWLEDGE/ABILITY/SKILLS:
• Exceptional organizational and time management skills
• Ability to analyze and solve problems.
• Ability to communicate effectively, both verbally and in writing.
• Ability to create, compose and edit written materials.
• Ability to gather data, compile information and prepare reports.
• Ability to make administrative/procedural decisions and judgments.
• Ability to supervise and train clerical staff.
• PC proficient with working knowledge of PowerPoint, Access, and Word.
• Database management skills.
• Records maintenance skills.
• Detail oriented.
• Skills in organizing resources and establishing priorities.

Minimum Requirements

• Regionally accredited associate’s degree required; and/or equivalent of combined education and experience in the related field. Three years experience with supporting a University program, including experience with software technology, strong technical aptitude and Microsoft outlook proficiency is required.

Preferred Qualifications

• Regionally accredited bachelor’s degree is preferred. Five years experience with developing/modifying, or supporting a University program is preferred.

Physical Demands

• 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.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

Essential Duties

• Provide confidential, administrative support. Maintain calendar, and make conference, travel, and lodging arrangements. Schedule meetings, arrange logistics and prepare materials. Attend meetings and take minutes.
• Coordinate the preparation, development and production of major documents, such as proposals, manuscripts, and accreditation reviews. Coordinate efforts or contributions of multiple staff and/or faculty.
• Oversee all clerical and administrative support functions. Compose and produce business correspondence, reports, and related materials. Collect and organize data and determine appropriate formats for displaying results. Execute special projects, monitor deadlines, and initiate follow-up.
• Ensure confidentiality and control access to sensitive information. Maintain confidential files ensuring quick retrieval.
• Serve as internal resource to faculty, administrators and others. Respond to inquiries and requests for information requiring knowledge of departmental and University policies and procedures.
• Oversee and facilitate human resources administration procedures and documentation for the College. Assist to coordinate recruitment planning and searches.
• Process faculty and staff Personnel Action Forms (PAFs). Review PAFs for accuracy, secure appropriate signatures, and ensure any required documentation is attached.
• Act as primary contact with telecommunications, information systems, vendors, travel services, and facilities as needed.
• Assist with department budget preparation and monitor budget expenditures.
• Order and maintain office supplies.
• Represents the office as appropriate in its relationships with the University, community, government agencies, professional societies and similar groups; establishes and maintains rapport with respective clinical affiliations.
• Provide administrative support for PA student orientation activities.
• Supervise work-study students and other related support staff. Provide training to students on the use of instructional equipment.
• Perform other related duties as assigned.

Complexity

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

Mental Demands

• The mental 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.
• Frequent work on a variety of unrelated tasks. Constant calculating interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Work Environment

• The mental 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.

Special Requirements

• Ability to work effectively with a diverse community.

Job Code 5070
FLSA Non-Exempt
Category Full Time
Grade SS-11
Number of Vacancies 1

Posting Detail Information

Instructional Text...

EEO Statement

Charles R. Drew University is an Equal Opportunity Employer.

Open Date 03/01/2017
Close Date 03/01/2099
Open Until Filled (overrides close field) Yes
Special Instructions to Applicants

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How many years of Administrative experience do you have in a higher education setting? 0 years 1-3 years 4-5 years 5+ years

    (Open Ended Question)

  2. * How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other
  3. * Please disclose your salary expectation for this position (acceptable range of pay):

    (Open Ended Question)

Applicant Documents

Required Documents
Optional Documents