Administrative Assistant

Our union positions have excellent benefits including Tuition Remission for the employee, spouse and dependent children. Salary is $35,500. Pre-employment assessment on Microsoft Word and or Excel will be conducted.

Title Position Reports To: Assistant Dean and Office Manager

JOB SUMMARY:

Provide clerical and administrative support to the Chairs, Directors and faculty of the CNPH undergraduate/graduate programs. Assists students with inquiries, problems, and general CNPH/University policies and procedures.

RESPONSIBILITIES & DUTIES:

Documentation and Information Management

Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.

Compose and respond to routine correspondence.

Proofread and edit documents for accuracy, formatting and completeness.

Use office software packages such as Word and Excel in document preparation, file maintenance and report generation.

Collect information or data from various sources; file and retrieve books, documents and/or data as needed. Update existing files.

Create and/or maintain filing systems.

Maintain departmental records; keep separate confidential records when instructed.

Retrieve and format electronic data; compile and merge data from various media and sources.

Prepare and process various forms, e.g., admissions forms and other forms.

Prepare charts, graphs, or tables for presentations, reports, and/or interoffice communications.

Maintain financial and/or student records and databases, and update them as necessary.

Communications and Customer Service

Provide information, as directed, to faculty, students, employees, and the general public.

Interact with students, staff and administrators throughout the University to resolve problems.

Respond to routine inquiries regarding departmental matters.

Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone directories.

Provide receptionist services; schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons.

Furnish information on the department's rules and regulations, when authorized.

Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, travel arrangements, catering services, informing the relevant departments/units, preparation and dissemination of materials, etc.

Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.

Assist in training new employees in various office duties/use of office equipment.

Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.

Transaction Processing

Assist supervisors in specialized office functions.

Make travel arrangements for interviewees, employees and university guests.

Receive deliveries for the unit/department/college.

Prepare the department/unit/college mailings within the department

Duplicate, collate and distribute materials. Coordinate the work of others to produce and distribute materials; confer with mailroom personnel as needed.

Assist in preparing and distributing materials such as recruitment documents.

Assist in registration activities within the department or as assigned; when authorized, process drop/add and over tally requests for course registration.

Other

Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.

May serve on committees when authorized.

Perform other job-related duties as assigned.

REQUIREMENTS:

Ability to prioritize workload according to volume, urgency, etc.

Good organization skills and attention to detail.

Good interpersonal skills.

Ability to handle multiple tasks effectively and accurately.

Ability to be discrete and maintain high confidentiality on a wide range of issues.

Good verbal and writing skills.

Knowledge of University policies and procedures.

Good computer skills for using Windows, Microsoft Word, Excel, Administrative Systems and Email.

Ability to work with students and colleagues in a diverse environment.

PHYSICAL REQUIREMENTS:

Ability to sit at a desk for long periods of time.

Ability to work on a computer for long periods of time.

Ability to open drawers and file paperwork.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

High School diploma is required.

Associate's Degree in Business or Secretarial skills is preferred.

2 years of secretarial skills are required.

To apply, visit https://chm.tbe.taleo.net/chm02/ats/careers/v2/viewRequisition?org=ADELPHI&cws=39&rid=2045





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