Administrative Assistant II

Administrative Assistant II

The Administrative Assistant II provides advanced administrative support to the Dean of Health Sciences and coordinates the daily operations of the division office. The position serves as a primary point of contact for students, faculty, staff, clinical and community partners, and members of the public. Responsibilities include calendar and meeting coordination, records management, budget and purchasing support, course schedule and adjunct documentation, clinical and accreditation records, and support for division programs, committees, and events.

Essential Duties and Responsibilities:

• Provide advanced administrative support to the Dean of Health Sciences, including calendar management, meeting preparation, correspondence, reports, presentations, forms, and follow up on assigned matters.
• Coordinate day to day operations of the Health Sciences division office.
• Serve as a primary point of contact for students, faculty, staff, administrators, clinical and community partners, and the public.
• Respond to inquiries, resolve routine concerns, and refer complex or policy related matters to the appropriate person or office.
• Maintain current knowledge of College policies, procedures, services, systems, and resources needed to respond accurately to questions and support division operations.
• Prepare, revise, proofread, and distribute correspondence, reports, agendas, minutes, statistical tables, schedules, and other documents.
• Verify accuracy, clarity, grammar, and formatting.
• Coordinate meetings and events, including scheduling, room reservations, technology, materials, catering when approved, attendance records, and follow up.
• Attend meetings and prepare accurate minutes or notes as assigned.
• Provide administrative support for division and program advisory committees and employee search committees, including scheduling, communications, materials, documentation, and minutes, while maintaining required confidentiality.
• Maintain organized electronic and paper records in accordance with College procedures, record retention requirements, accreditation standards, and applicable privacy requirements.
• Retrieve, archive, and purge records as authorized.
• Assist with budget monitoring, purchasing, invoices, reimbursements, travel arrangements, grant documentation, and routine financial reports.
• Perform calculations and compile data as requested.
• Order and maintain office and program supplies, coordinate approved purchases, and arrange for repair or maintenance of office and instructional equipment.
• Assist with the preparation and entry of program and course schedules. Verify adjunct faculty assignments and prepare required documentation for contracts or payment.
• Maintain documentation associated with clinical education, student and faculty requirements, affiliation processes, onboarding, and compliance deadlines.
• Support program accreditation and regulatory activities by organizing records, compiling evidence, formatting reports, coordinating meetings and site visit logistics, and maintaining documentation requested by program leaders.
• Compile information and perform routine research, calculations, and statistical analysis for College, grant, accreditation, and government reports.
• Support division and program events such as orientations, pinning or recognition ceremonies, convocations, advisory meetings, and recruitment activities.
• Hire, train, schedule, direct, and evaluate assigned student workers in accordance with College procedures.
• Use tact, discretion, and courtesy to establish and maintain effective working relationships.
• Protect confidential student, employee, patient or client, and College information.
• Maintain regular and reliable attendance and perform related duties as assigned.
• Create, maintain, and preserve program specific student, faculty, clinical, patient, or client records using approved College and program systems.

Qualifications:

• An associate degree from a regionally accredited college or technical school and one year of related administrative experience.
• Demonstrated experience providing administrative support in a setting that requires independent judgment, attention to detail, organization, and management of competing priorities.
• Ability to communicate clearly and professionally with individuals from varied backgrounds and to provide effective customer service in sensitive or complex situations.
• Ability to read, interpret, and apply policies, procedures, contracts, manuals, schedules, and written instructions.
• Ability to prepare accurate correspondence, reports, meeting minutes, spreadsheets, and records and to proofread work for content, grammar, and formatting.
• Ability to perform routine calculations, compute rates and percentages, reconcile records, and organize and interpret basic data.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, and shared file systems, and the ability to learn College administrative systems and program specific software.
• Ability to maintain confidentiality and exercise sound judgment when handling student, employee, patient or client, financial, and personnel information.
• Administrative experience in higher education, health care, or a health sciences academic division.
• Experience supporting accreditation, clinical education, advisory committees, search committees, budgets, grants, or course scheduling.