Administrative Assistant Job at University of Charleston in Charleston

Posted September 16, 2024

Administrative Assistant

School Of Health Sciences, University of Charleston - Beckley

Position Summary:

The University of Charleston is a dynamic private institution with a learner-centric, outcomes-focused philosophy, and is seeking an Administrative Assistant for its School of Health Sciences. The incumbent who serves in this position will be stationed primarily at the Beckley location and perform secretarial duties for the A.S. in the Radiologic Technology Program and two Occupational Therapy Assistant Programs. In addition to typing, filing, and scheduling, performs duties such as financial record keeping, coordination of meetings, obtaining supplies, direct mailings, and working on special projects. Answers non-routine correspondence and assembles confidential information. Assists callers, visitors, and internal personnel. Independent judgment is required to plan, prioritize and organize a diversified workload, recommend changes in office practices or procedures. Must maintain a professional, upbeat, and energetic demeanor. Occasional travel to the Charleston campus required as needed.

Essential Responsibilities:

* Greet visitors, establish nature of business, and directs visitors to the appropriate person.

* Answer telephones efficiently in a professional and courteous manner. Provide information to callers and/or route to the appropriate individual, or take messages, etc. as directed. Retrieve and act on voicemail messages.

* Monitor, set up and maintain files for the Rad-Tech and OTA programs, within the School of Health Sciences. Maintains databases of student contact information and online calendar.

* Organize, coordinate, and schedule complex activities such as faculty/staff travel arrangements including itineraries, briefing materials, appointments, and arrangements for conferences and lodging. Follow-up and track purchase orders or expense reports involved.

* Perform desktop publishing duties by creating and developing visual presentations. Design and draft general correspondences, memos, charts, tables, graphs, signs, etc. Proofread copy for spelling, grammar, and layout, and makes appropriate changes. Merges documents and sends thank you notes as appropriate.

* Edit documents, drafts, and related correspondence for faculty/staff.

* Serve as a recording secretary for assigned committee meetings. Ensure that all participants have a meeting agenda and remind attendees of meeting schedules. Attend meetings, take, transcribe, and distribute minutes.

* Arrange meetings and special events (graduation, receptions, etc.) as needed by reserving meeting space, arranging food service (as needed), and working with the Facilities for room set-up (as needed). Order regalia for academic occasions.

* Process expenses; submit purchase orders, etc. to the office of the Dean of Health Science. Maintain hardcopy and electronic bookkeeping spreadsheet records for all program budget purchase orders, expense reports, timesheets, etc.

* Deliver outgoing mail and pick up incoming mail in the morning and the afternoon. Open the mail, date stamp, and route mail to appropriate personnel.

* Work closely with departmental administrators to facilitate orientation and training of new faculty and staff.

* Assist with updating the JRCERT Portal as needed.

* Assist with maintaining Clinical Timesheets, ARRT Competencies, and Clinical Grade Spreadsheets as needed.

* Assist staff/faculty in the preparation of self-study reports, accreditation, site visits, etc., as directed.

* As needed, assist with the data collection and reporting as required for accreditation assessment and reports.

* Perform other duties as may be assigned.

Qualifications:

* Associate or Bachelor's degree is preferred. A minimum of 3 years of experience working in a high-volume, busy work environment is highly desired.

* Proficient use of MS Office products (Word, Access, and Excel), Internet computing skills are required, minimum typing speed of 40 wpm,

* Excellent organizational skills, detail-oriented, and the ability to multi-task are a must.

* Maintain confidentiality and follow Family Educational Rights and Privacy Act (FERPA) guidelines which include but not limited to access to sensitive and confidential student information. Desired applicant should have a good understanding of accreditation standards and procedures for both programs.

* Must have a good understanding of accreditation standards and procedures for both programs.

* Applicant must be dependable with excellent attendance while demonstrating a good work ethic, be willing to work cooperatively in a team environment, exhibit enthusiasm about working in a collaborative environment, customer service orientated, be able to excel in a high-volume environment and adapt to a developing environment.

* In addition, the applicant must have the ability to set priorities, take initiative and work with minimal direction, and exhibit the ability to maintain high professional standards.

Applications will be accepted until the position is filled.

Interested applicants should submit a cover letter, current resume, names of three professional references, and salary requirements to:

Mindy Smith, Dean of Health Sciences

mindysmith@ucwv.edu

The University of Charleston is an Equal Opportunity Employer