University of Saint Joseph is hiring: Administrative Assistant in West Hartford

This position supports the operations of the School of Pharmacy and Physician Assistant Studies. This position will be assigned tasks by the dean, but a primary responsibility is for administrative, operational and logistical functions supporting Academic Affairs in the Pharmacy and PA Studies programs and serves as a liaison between the School and the University community by interacting with students, faculty, staff, and administration. The position supports faculty by handling administrative tasks that support student success and accreditation, is vital for activities related to lecture and assessment, advising assignments, utilization of the learning management system, and planning/logistics of program and school events.

• Serves as the SOPPAS Liaison to the Registrar’s Office for course catalog updates, course schedules, add/drop/withdrawal, completion of course components/grades and transcript/degree audits.
• Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, reports and marketing materials (e.g., brochures). Disseminate information accordingly.
• Uses appropriate software and information sources to continually update the school’s web presence.
• Recognize and maintain circumstances of a confidential nature.
• Assists in maintaining accurate student records and accreditation files
• Assists faculty in auditing completion of course requirements, monitoring and maintaining gradebook and academic records
• Assists both programs in acquiring and extracting academic and curricular data for analysis to meet accreditation standards, including, but not limited to, student evaluations of faculty and courses.
• Builds, formats and processes assessments, records and facilitates exam review activities for faculty, and records and releases student scores as directed by course instructors.
• Assists in exam set up and proctoring as needed.
• Performs general office functions including maintaining calendars, answering main office phone lines as required, SOPPAS event planning and logistics, and backup clerical support for the experiential education teams as needed.
• Assists in exam set up and proctoring as needed
• Assists in the set up and delivery of school wide events such as White Coat Ceremony, Hooding and others as needed
• Other responsibilities as assigned.

Decision Making

• Recognizes and maintains circumstances of a confidential nature.
• Identifies issues that require collaboration with faculty and/or the leadership team, and triages those situations through the proper channels accordingly.
• Prioritizes tasks and anticipates deliverables in order to provide consistent and reliable results.

Department - or Role-Specific Responsibilities

• Assigns students to learning groups and collaborative exam teams, and creates schedules for student small group activities and skills assessments.
• Prepares student faculty advisor assignments for each matriculated cohort, re-assigning students if necessary due to faculty attrition.
• Manages student forms, requests and letters, completing as appropriate, saving to student files, and distributing to appropriate recipients after required signatures have been obtained.
• Coordinates academic event planning and logistics (e.g., white coat ceremonies, hooding).
• Manages student and faculty assignments in the learning management system.

Education & Experience

• Bachelors’ degree strongly preferred.
• Two years’ administrative assistant experience, particularly in an academic setting preferred.

Other Qualifications

• Strong organizational, project management and analytical skills with attention to detail.
• Able to function independently while operating effectively within a team environment.
• Possess solid general computer skills, including ability to work in a Windows environment. Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data base management). Familiarity with specific applications used by the University/Department is a plus. (Blackboard Learning Management, ExamSoft, Jenzabar, CORE, Echo360).
• Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents.
• Demonstrated ability to handle complex and multiple tasks in a professional and efficient manner.
• Cultural competency to work with diverse student and/or employee population.
• Exhibits a high level of professionalism, leadership, creative problem solving, diplomacy, negotiation and sales skills, and the ability to manage complex projects with minimal supervision.
• Professional, courteous demeanor and appearance; ability to engage positively and work professionally with students, faculty, staff and administration and represent the University professionally to the public.
• Commitment to the mission of the University of Saint Joseph.
• Physical ability to perform essential functions of the position, with or without reasonable accommodation.