Administrative Assistant

Administrative Assistant

Hofstra University is nationally ranked and recognized as Long Island's largest private university located in Hempstead, N.Y. When you work at Hofstra, you join a team of talented professionals committed to preparing students for the challenges of tomorrow, in an environment that cultivates learning through the free and open exchange of ideas for the betterment of humankind. The work we do at Hofstra supports the education and well-being of our students, and the workforce of the future. While working towards this mission, employees can take advantage of many enriching experiences on campus. Whether it's a lunchtime lecture, a Division INCAA athletics game, a musical concert, a theatre performance, or a visit to one of our two accredited museums, there is always something exciting to do at Hofstra. Hofstra University is dedicated to recruiting and retaining a highly qualified and diverse academic community of students, faculty, staff, and administrators respectful of the contributions and dignity of each of its members. We welcome applications from individuals of all backgrounds and experiences and are committed to building a diverse and inclusive community.

Position Title - Administrative Assistant

Position Number - 896683

Position Category - Administration

School/Division - School of Medicine

Department - School of Medicine

Full-Time or Part-Time - Full-Time

Description - Reporting to the Chair, Science Education, the Administrative Assistant provides support and coordination for the Department of Science Education. This position requires the use of independent judgment in planning, prioritizing a diversified workload, and discretion in regular communications with faculty and administration at Hofstra University, the School of Medicine, and Northwell Health.Responsibilities include, but are not limited to:

• Provides high-level support to the Chair and Science Education leadership, including prepares documents, reports, and presentations; drafts responses to routine and non-routine correspondence; fields routine inquiries; coordinates calendars; and handles confidential and sensitive information.
• Manages assigned faculty calendars.
• Maintains the part-time scheduling system and sends reminders to relevant faculty.
• Schedules and coordinates all necessary meetings, including prepares agendas, records minutes, communicates with presenters or special guests, and arranges audio/visual needs.
• Assists with addressing student, faculty, and staff inquiries as they arise.
• Collaborates with other staff members to cover absences, provide relief during peak periods, and balance workload within the Office of the Dean.
• Completes general office operations, including ensures supplies are available, addresses departmental inquiries, and processes print shop requests.
• Assists with faculty travel reimbursements by prepares supporting documentation and check requests for review.
• Supports the Chair with faculty recruitment interviews.
• Completes other special duties and projects as assigned.

Qualifications - Bachelor's degree and at least three years of progressive experience providing administrative support in a fast-paced, intellectually challenging environment.Must be detail-oriented, able to exercise good judgment and discretion, and capable of handling sensitive and confidential issues in a professional mannerMust be able to establish and maintain positive working relationships with staff, faculty, and students, create measurable goals, set timelines, and meet deadlines.Excellent interpersonal, verbal, and written communication skills.Strong organizational skills and attention to detail, with the ability to manage multiple priorities independently.Capable of working independently and within a teamMust have excellent computing skills with and proficiency with MS Excel, Word, PowerPoint, Outlook, Qualtrics

Salary/Salary Range - $56,000 - $60,000

Hofstra University provides the above salary* as a good faith estimate of the starting pay range which considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience and education. In addition to the salary offered, we offer a collegial and inclusive culture, and a benefits program which includes generous paid time off, paid holidays, tuition remission for employees and eligible dependents, and a retirement plan with University contributions. *Salary ranges indicated for positions covered under a Collective Bargaining Agreement are in accordance with the CBA.