What are the responsibilities and job description for the Administrative Assistant (COPHS) position at The Sullivan University System?
Look No Further, Your Career Starts Here!
Sullivan University is an organization that is truly committed to making a difference. We host a wide variety of career opportunities, offer a family-oriented culture, and invest in our employees.
Join us if you want:
- Internal Mobility
- The Opportunity to Make a Difference in the Lives of our Students
- Professional Training and Development
- Individual Coaching
- A Diverse and Positive Work Environment
- To Support Local Charities through the Sullivan Cares Program
What Can We Offer YOU?
- 90% Tuition Discount through the Master’s degree level for the employee and 40% dependent discount after 1 year of employment (dependent discount increases to 90% after 3 years)
- A Generous Benefits Package with Medical, Dental, Vision, Life, AD&D, Long-Term Care, Short Term Care, Auto, and Home Insurance.
- 401K
- Competitive Salary
- 11 Paid Holidays
- Paid Vacation and Sick Time
- Employee Referral Bonus
- Employee Discounts at Local Restaurants and Venues
- Comprehensive Wellness Program
We are currently looking for a full-time Administrative Assistant for the Office of Academic Affairs and Assessment at the College of Pharmacy and Health Sciences. The Administrative Assistant will provide administrative support to the Office of Academic Affairs and Assessment and provide support to the Dean’s Office as needed.
Hours for the position will be Monday-Friday 8 am-5 pm
Responsibilities of the position include:
- Provides support to the Executive Assistant to the Dean in required activities or functions related to the college.
- Demonstrates strong attention to detail and accuracy in all tasks related to data.
- Compiles, processes, and manages data and documents.
- Maintains a high level of customer service and professionalism.
- Receptionist for the assigned work area for walk-ins, e-mail, and phone calls.
- Communicates with internal and external constituents.
- Serves on committees as appointed; creates meeting agendas, takes meeting minutes, and distributes minutes to attendees.
- Works with others to ensure coordination of day-to-day activities of the College. This may include cross- training and coverage of other areas.
- Maintain confidentiality and sensitive information while ensuring compliance with the Family Educational Rights and Privacy Act (FERPA) and other applicable laws and regulations to ensure the integrity of student academic records.
- Serves as an exam proctor as workload allows.
- Distributes correspondence/mail.
- Supports events and activities.
- Performs other duties as assigned.
Requirements of the position include:
- Minimum of an Associate Degree.
- Two years of related experience.
- An equivalent combination of education and work experience may be considered.
- Ability to work collaboratively with all internal and external stakeholders.
- Proficiency in Microsoft Office suite (e.g. Excel, Word, SharePoint, etc.).
- Proficient in data management within Excel, including data entry, validation, cleaning, and manipulation, to ensure data accuracy and integrity for reporting purposes.
- Ability to develop proficiency in job related technology and software platforms.
- Ability to proficiently use standard office equipment, including copier, scanner, telephone and fax.
- Familiarity with shipping and mailing services such as UPS, FedEx, and USPS.
- Highly organized and detail-oriented with the ability to create and maintain an accurate filing system and work with purchasing, record-keeping, and budgeting.
- Strong communication (verbal and written) and multi-tasking skills.
- Ability to present a professional appearance and maintain composure in a stressful environment.
- Ability to maintain confidential and sensitive information (e.g., HIPAA or FERPA).
- Flexibility of workstation and schedule.
- Ability to maintain concentration and attention to detail when working for extended periods of time.
- Ability to sit and stand for extended periods of time and ability to walk as needed around assigned work areas.
- Must be able to hear and speak well enough to communicate in person and on the telephone with prospective and current students and alumni, faculty, staff, and community and agency representatives.
- Ability to bend, lift items weighing up to 20 lbs., stoop, push and pull as needed in using, troubleshooting and maintenance of equipment and supplies.
This job description lists the major responsibilities of the job title listed. By no means is the job limited only to the responsibilities listed. Cooperation between employees is expected during periods of heavier than normal workloads and revisions to these duties on either a temporary or permanent basis is possible.
The Sullivan University System is an Equal Opportunity Employer.
