Administrative Assistant - Health Sciences Job at University of Saint Mary in Le

The University of Saint Mary is a Roman Catholic, liberal arts university located in Leavenworth, Kansas, just 25 minutes away from Kansas City. For over 90 years, the University of Saint Mary has helped students find their way to meaningful lives and careers through an education that blends the liberal arts and a focus on critical thinking with the development of key professional skills. USM serves about 1,400 students at its main campus in Leavenworth, including its satellite locations in Overland Park and Lansing Correctional Facility, as well as online.

POSITION SUMMARY:

The Administrative Assistant reports to the Chair of the Division of Health Sciences in support of programs in the division. Responsibilities include administrative and clerical duties supporting student success, program relations, and office operations. This individual will serve as primary point of contact and positive ambassador for the programs.

ESSENTIAL FUNCTIONS:

• Provide clerical and administrative support functions for programs, including Athletic Training, Exercise Science, Occupational Therapy, and Physical Therapy in the Division of Health Sciences.
• Manage special projects such as annual assessments, accreditation, fieldwork, internships, and practicums as needed, determining methods and procedures to complete projects in a timely manner.
• Scheduling, prioritizing, and organizing meeting requests, and collaborating with other University of Saint Mary administrative offices as well as external entities.
• Navigate/manage SharePoint files to support division and program organization and efficiency.
• Coordinate and prepare correspondence, reports, spreadsheets, presentations, and administrative forms utilizing Microsoft Word, Excel, Outlook, and PowerPoint.
• Function as campus liaison to support policy compliance and communicate/implement University procedures.
• Submit work orders for IT, maintenance, and facilities.
• Process invoices, expense reports, and purchasing requests through USM systems for office supplies, teaching/lab materials, and equipment.
• Maintain inventory for office and academic supplies and equipment.
• Assist with division and program meetings as needed (including preparing meeting materials, taking/filing minutes, and following up on action items).
• Assist with planning and coordinating events sponsored by programs in the division.
• Assist in student recruitment and retention activities, events, and initiatives.
• Manage professional development arrangements, including workshop/conference registrations, travel and hotel reservations, and reimbursement reports.
• Coordinate and manage activities by prioritizing assigned duties, requesting guidance when needed, and exercising discretion to address pressing matters in a timely and appropriate manner.
• Work with student issues which can be confidential in nature.
• Additional duties as assigned.

REQUIREMENTS:

• Two (2) years of progressively responsible experience in an administrative assistant role.
• Bachelor's degree preferred, but professional experience in an academic setting may be substituted on a year-for-year basis.
• Proven ability to communicate effectively, both orally and in writing.
• Interpersonal skills to interact effectively with students, program directors, and faculty, staff, and University administrators.
• Computer/technology literacy including experience in SharePoint and Microsoft Office, especially Word, Excel, and Outlook.
• Autonomous approach to work including creative problem solving and focus on task completion.

TO APPLY:
Submit a cover letter, resume and contact information for at least three current professional references.

Saint Mary is an Equal Opportunity Employer.