Administrative Assistant to the Associate Dean of Allied Health Programs (Grant-Funded)

Summary of Function:

Provides administrative support to the Associate Dean of Allied Health Programs and departments within healthcare programs.

Typical Duties:

Serves Students. Supports the Associate Dean in the implementation of projects, budgeting, managing, and scheduling daily work routines, meetings, priorities, and appointments. Opens, sorts, and distributes daily mail. Maintains routine and confidential files.

Oversees the department as the Administrative Assistant. Supervises the work of others, including hiring, training, and performance evaluations. Liaison to all areas of the college acts on behalf of the department by exercising judgment and discretion in all confidential matters of significance. May perform duties related to confidential student conduct concerns; assist the Associate Dean with student conduct.

Calendar: schedules all appointments and calendaring for the supervisor. Reminds the supervisor of meeting times. Sets up appointments for other staff in the department. Cancels and resets appointments.

Assist the Associate Dean in developing grant proposals, collection, reviews, reporting, and equipment tracking as it relates to grants.

Purchasing: Orders supplies for office and staff. Creates requisitions and reviews invoices, P-cards, and/or Travel cardholders with monthly reconciliation duties. Creates and completes all aspects of travel arrangements for the supervisor and division/department. Creates and manages budget reports.

Processes load sheets for division faculty. Assists Associate Dean, Program Directors, and administrative staff with class schedules and class changes. Schedules facilities, classrooms, and equipment.

Take notes at department, division, committee, council, or external meetings. Runs report. Drafts and edits division job descriptions. Creates and formats PowerPoint presentations with content provided by the supervisor.

Lead committees. Acts as a mentor to new administrative assistant employees. Leads the Team to perform at the highest level and creates professional growth opportunities for the Team.

Research and verify information for program reports and special projects. Maintains the department website.

Compose, edit, type, and proof correspondence, reports, memos, and other documents as assigned. Takes and transcribes minutes of department and advisory meetings.

Planning and facilitation of events; creating facilities requests; creating marketing materials and marketing requests.

Support and participate in strategic planning initiatives and performs other duties as assigned.