What are the responsibilities and job description for the CPHS Administrative Assistant 2 position at Drake University?
Position Number: 999510
Unit/Department: Dean's Office Pharmacy & HS
FTE: Full-time
Salary: Commensurate with experience
Department Summary:
The Drake University College of Pharmacy and Health Sciences is excited to hire a highly organized administrative assistant who will excel in a multi-faceted position working with college administrators, faculty, staff and students. This position will support external partnerships, assist and support the general needs of the simulation and clinical lab spaces, manage use of instructional equipment, and complete other similar office tasks. Excellent problem-solving skills, oral and written communication skills as well as the ability to demonstrate initiative and independent decision-making skills meeting multiple deadlines is necessary. Position requires the development of a thorough knowledge of College and University policies and procedures. Position requires the establishment of a collegial, collaborative working relationship with administrators, faculty, staff and students.
Job Summary:
The Drake University College of Pharmacy and Health Sciences is excited to hire a highly organized administrative assistant who will excel in a multi-faceted position working with college administrators, faculty, staff and students. This position will support external partnerships, assist and support the general needs of the simulation and clinical lab spaces, manage use of instructional equipment, and complete other similar office tasks.
Excellent problem-solving skills, oral and written communication skills as well as the ability to demonstrate initiative and independent decision-making skills meeting multiple deadlines is necessary. Position requires the development of a thorough knowledge of College and University policies and procedures. Position requires the establishment of a collegial, collaborative working relationship with administrators, faculty, staff and students.
We welcome candidates whose experience has prepared them to actively contribute to our commitment to diversity and excellence.
Minimum Qualifications:
- Associate or Bachelor’s degree
- 1-3 years work experience
- Excellent oral and written communication skills
- Proficiency with email, calendars, scheduling appointments and meetings
- Ability to operate multi-function printing, scanning and fax machines
Preferred Qualifications:
- Higher education experience
- Basic accounting skills and budget knowledge
- Experience and proficiency using Microsoft Office products (Outlook, Word, Excel, Power Point, TEAMS) and Adobe Acrobat
- Supervisory experience
- Problem-solving, oral and written communication, project initiative and management, independent decision making, and multi-tasking skills
Job Duties:
- 45% - Association Management: Schedule and attend monthly meetings with board president as well as association board. Prepare and distribute meeting agendas, minutes and monthly financial statements. Monitor email accounts disseminating emails to appropriate board members. Ensure accurate processing and tracking of association’s financials, including expenses and revenues. Collaborate with association CPA to prepare monthly financial statements for board meetings. Organize and maintain documentation for filing annual taxes. Monitor and organize documents within association’s cloud–based storage. Supervise and collaborate with interns in using email marketing software to create and distribute weekly newsletters. Coordinate with Recruitment and Strategic Development to create and distribute annual membership renewal communications. Maintain membership records, invoicing, and payments. Update and revise association’s website as needed. Plan, coordinate and organize multiple conferences in collaboration with board members, including reserving space, organizing catering, monitoring financials and invoicing, ordering and organizing supplies, utilizing graphic design platform to create programs and posters, creating schedules, and administrative duties. Support the yearly transition of board members, ensuring appropriate information is documented and collected. - (Essential)
- 30% - Simulation and Lab Support: Assist and support the general needs of the simulation and clinical lab spaces. Manage and oversee room reservation for all CPHS faculty & staff for CPHS simulation and lab spaces in EMS. Manage all recordings for CPHS simulations and labs. Ordering, oversight and inventory management of supplies and materials. Contact and schedule standardized patients. - (Essential)
- 20% - College Administrative Support: Serve in backup capacity for CPHS Administrative Assistant duties including reserving parking passes, maintaining internal CPHS calendars, taking meeting minutes, and scheduling rooms in EMS. Assist with other college projects as assigned. - (Essential)
- 5% - Perform other duties, as assigned. - (Essential)
The salary will be commensurate with experience and qualifications of the selected candidate. This is a full-time, 12-month, non-exempt position.
At Drake, we take pride in offering a comprehensive benefits package for our employees, their spouses, and eligible dependents. In addition to a wide range of core benefits, perks, and discounts, our full-time employees enjoy generous paid time off, including one month of vacation, two personal days per fiscal year, several federal holidays, as well as Thanksgiving break and winter break.
Tuition Benefits.
Special Instructions to Applicants:
Complete the online application and attach (1) a cover letter, and (2) CV/Resume.
Please do not attach additional documents at this time. Supplemental documents may be requested or required of finalists.
All position offers are contingent upon satisfactory completion of a background check, satisfactory reference checks, and proof of work authorization.
Have Questions?
Questions about this position can be directed to Shelby Nelson, Office and External Relations Manager (Shelby.Nelson@drake.edu).
Questions about the application process, working at Drake, spouse/partner support, reasonable accommodations, benefits, or additional information about Drake or Des Moines, Iowa may be directed to Drake Human Resources at jobs@drake.edu.
Review of Applications Begins: Review of applications will begin immediately. This position will remain posted until filled.
For faculty positions, selection will depend on the receipt of recommendation confirming the candidate's scholarly achievements and teaching abilities and/or on the candidate's satisfactory passing of a teaching demonstration if selected for an on-campus interview. For staff positions, selection will depend upon careful review of each applicant’s references, education, and, if applicable, experience.
About Drake:
Drake University is recognized as a top private university in the Midwest. Drake is a midsize university in Des Moines, Iowa, with an increasingly diverse student body. We are deeply committed to equity and inclusion and creating a sense of belonging for all members of the campus community—faculty, staff, and students alike. More than 900 faculty and staff are part of the Bulldog pack, a close-knit group of colleagues enthusiastic about preparing students to be global citizens and leaders, challenging assumptions. Drake University is not only an outstanding institution of higher learning, it is also a wonderful place to work. We are enthusiastically committed to welcoming new ideas and people into the fold, and to retaining and rewarding stellar employees.
All positions at Drake provide opportunities to contribute to Drake University’s core mission of creating an exceptional learning environment that prepares students of all backgrounds for meaningful lives and professional accomplishments.
Diversity, Equity, & Inclusion at Drake:
requested in our online application system.
Drake University is committed to providing access and reasonable accommodations in its services, programs, activities, education, and employment for individuals with disabilities. If you would benefit from an accommodation at any point in the recruitment process (including using our online application process), please contact Drake Human Resources (ph: 515.271.3133; e: jobs@drake.edu) and let us know how we can assist you.
At Drake University, we highly value a diverse, inclusive workforce. We are proud to be an equal opportunity employer. We stand firmly against discrimination including on the basis of race, color, national origin, creed, religion, age, disability, sex, pregnancy, gender identity, gender expression, sexual orientation, genetic information, veteran status, or any characteristic protected by law.
