Administrative Assistant for the School of Pharmacy

Job Description

Position Title: Administrative Assistant

Department: Pharmaceutical Sciences (School of Pharmacy)

Campus: Tradition

Full-time or Part-time: Full-time

FLSA status: nonexempt

Job Summary

Provide administrative support to the Department of Pharmaceutical Sciences and the Office of the Department Chair. Maintain task assignments and their functions. Manage inter-office communications, greet students and visitors entering the faculty suite, and direct inquiries to appropriate personnel. Schedule, attend and take minutes for assigned committee meetings.

Duties and Responsibilities

• Reception services – manage the telephone and electronic communications of the office.
• Scheduling of appointments, meetings, and travel.
• Filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.
• Assist faculty by answering questions and providing information, locating desired information and materials.
• Assist faculty with obtaining quotes for research and academic supplies, preparing purchase orders, and preparing expense reports.
• Coordinate Office activities to support those of other administrative areas, such as the President’s Office, Office of the Dean, Office of the Associate Deans, or other Department Chair.
• Create, transcribe, and distribute meeting agendas and minutes.
• Maintain knowledge of University policy and procedures.
• Direct inquiries of students, faculty, staff and visitors to appropriate areas.
• Support staff in assigned project-based work.
• Collect and maintain inventory of office equipment and supplies.
• Arrange for repair and maintenance of all office equipment.
• Collect, sort, and distribute incoming correspondence, including regular mail, email and faxes.
• Other related duties as assigned.

Required Qualifications

• Excellent customer service, interpersonal, communication skills, and modern computer skills
• Microsoft Office knowledge
• A high school diploma or the equivalent and two years of general office experience

Preferred Qualifications

• Bachelor’s or Associate’s degree or equivalent related experience
• Experience in an educational environment

Physical Demands

• Must possess mobility to work in a standard office setting, and to use standard office equipment.
• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone
• Must have the ability to sit or stand for extended periods of time
• Must have strength and agility to move files, paper boxes, and minor office equipment
• Must have ability to lift and carry 25 pounds