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Form of workThis Administrative Assistant II position requires professional administrative skills, solid interpersonal communications aptitude, customer service orientation, and a collaborative interface with all University personnel. The incumbent must possess the ability to exercise sound judgment in establishing priorities and problem-solving. Strong attention to detail, the ability to work with a diverse population, and the initiative for self-directed accomplishment are essential.
Education/Experience:
▪ An Associate degree and/or three to five years of administrative support to senior-level managers. Experience in a higher education environment is preferred.
Skills:
Computer Literacy
• Proficient in using Microsoft Office suite. Adobe Professional is recommended. Creates, edits, and proofreads routine letters and/or reports and other documentation, including email, presentations, and spreadsheets.
▪ Create appointments, set up meetings, track meeting attendance, and attach documents to emails and meetings. • Professional demeanor (face to face, telephone, email); ability to communicate with a diverse population of people; ability to remain calm under pressure or when dealing with challenging situations.
• Proven ability to maintain strict confidentiality and handle sensitive matters using discretion, diplomacy, and good judgment.
• Excellent written and spoken English language skills.
• Ability to efficiently operate telephone, e-mail, and related systems.
• Social media monitoring and posting as requested on behalf of the department.
Critical Thinking
• Recognize and respond to emergent situations as necessary.
• Excellent organizational skills.
• Proven analytical and problem-solving skills and willingness to take the initiative to address issues/solve problems as they arise.
• Ability to independently acquire and apply new knowledge and recognize learned experiences as an opportunity for professional growth while modeling growth effectively.
Other
• Ability to follow through on projects from beginning to completion.
• Able to work on multiple complex projects simultaneously.
• Understands the need for flexible work hours.
• Ability to adapt to change with little notice.
• Understanding and adherence to business ethics.
• Ability to work collaboratively across other units.
• Order, track, unpack, and maintain inventory of all medical supplies
• Manage e-files and all documents relative to accreditation.
• Provide administrative functions relative to hiring adjunct faculty
Duties and Responsibilities:
• Under general direction, provide administrative and organizational support to the Physician Assistant Department Chair, the Director of Clinical Education, and the faculty. Cross-training within other College Departments is required and it is expected that all staff in the CHW be willing and able to cover other departments should a need arise.
• Determine ways to increase the efficiency and effectiveness of general office procedures and processes.
• Screen and direct inbound inquiries and calls, respond to moderately complex questions, provide information, direct callers as appropriate, analyze problems and resolve issues as necessary, greet visitors, and attend to their needs.
• Interface and communicate across various units with all levels of internal constituencies, as well as external contacts (vendors, clinical site preceptors, professional agencies)
• Monitor and track multiple unit accounts with active purchasing activities by maintaining running balances of subaccounts established within the department and preparing financial reports for the supervisor making financial decisions. Prepare moderately complex financial documents, using accurate financial coding and documenting as necessary.
• Collects, compiles, and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Research, drafts and/or reports, i.e., conduct initial research to gather information for the supervisor regarding the topic of interest.
• Independently make and/or cancel appointments; update, maintain, and monitor calendars. Schedule meetings, schedule classrooms and meeting rooms, and arrange the use of outside facilities, if necessary.
• Review and distribute incoming mail and reroute mail, fax and copy documents as appropriate to request/initiate action and ensure results.
• Assess the confidentiality of all information received or requested and respond accordingly.
• Plan and coordinate meetings and communicate with other units (I.e., facilities, food service, etc.), ensuring that all resources are prepared and in place for the meeting participants. Prepare agendas and take minutes. • Train, assign work, and review the work of student employees.
• Ensure office management procedures are followed, and unit equipment and supplies are maintained.
• Back up Administrative Assistants to other University and College departments as needed and as available and serve as minute takers for Department and College Committees and special meetings.
• Demonstrate and reflect an understanding of and commitment to the mission, vision, and core values of Carlow University and the Sisters of Mercy.
Note: This list of primary duties intends to provide a representative summary of this position's principal duties and responsibilities. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based on unit needs.
Why Carlow University?
- Culture of integrity, dignity and respect for all
- Strong commitment to social justice
- Ethical forward-thinking leadership
- Comprehensive medical, dental, vision, life & disability benefits package
- Tuition benefits for undergraduate and graduate programs
- Health Savings Account and Flexible Spending Account options
- Wellness and Employee Assistance Program
- Complimentary use of Carlow’s fitness center and amenities
Successful candidates must be committed to envisioning the future of liberal arts and professional education in a rapidly changing environment; have experience working with diverse populations; actively support Carlow’s commitment to equity, inclusion, and community; and be able to articulate how they will contribute to Carlow University’s Catholic, Mercy mission and values through their teaching, scholarship, and service.
Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and comply with legal and professional obligations.
Carlow University is an Equal Opportunity/Affirmative Action Employer. We strive for a campus that reflects our urban setting and is inclusive of underrepresented groups to enhance our university community.
