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Job Descriptions

Human Resources Department
 

 

Administrative Assistant to Dean for the School of Health Sciences

SUMMARY

This position directly supports the Dean for the School of Health Science and the graduate programs under the school. Keeps official department records and relieves Dean, faculty and/or staff members of clerical and administrative work by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES.  This position is responsible for recruiting, training and supervising of student workers. 

QUALIFICATIONS.  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE.  High School diploma or GED required.  One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS.  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.

MATHEMATICAL SKILLS.  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY.  Ability to define problems, collect data, establish facts and draw valid conclusions.  Ability to present facts to faculty for departmental response.  Ability to deal with a variety of information presented in oral or written formats.  Ability to deal with non-verbal behavior in assisting with problem resolution.

CERTIFICATES, LICENSES, REGISTRATIONS.  None required.

OTHER SKILLS AND ABILITIES.  Ability to effectively communicate orally (in person and by telephone) and in writing; ability to effectively operate a computer (Microsoft Word, Excel,  Access, e-mail and internet skills); ability to use (or quickly learn) the Purchase Order, Student Data and other software systems; ability to effectively use a variety of office machines (such as adding machines, fax, multi-line telephones, etc.); ability to multi-task, yet maintain close attention to detail and timeliness of work production; ability to maintain highest level of confidentiality; and ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

PHYSICAL DEMANDS.   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use of hands and fingers, handle, or feel or use a computer keyboard; and talk or hear including the use of a telephone.  The employee frequently is required to stand; walk; reach with hands and arms; and stoop, or kneel.  The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT.  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple conversations in process.  Administrative Assistant Math and Science

SUMMARY

Keeps official department records and relieves department heads, faculty and/or staff members of clerical and administrative work by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES.

Faculty Administrative Assistant Duties include the following. Other duties may be assigned:

      * The calendar for the computer lab reservations will be kept in RH 217A.

If, in the event of an absence, this Administrative Assistant will prepare and maintain waiting lists for high demand classes and follow through with students when openings occur. 

Shared Duties include the following. Other duties may be assigned:

Screens incoming calls and correspondence and responds independently when possible.

Serves a receptionist for departments (by telephone and in person).

Assists in the preparation of records such as classroom handouts, exams, and mass mailings.

Prepares confidential correspondence, reports, and other complex documents.

Makes photocopies of exams, correspondence or other printed materials.

Supervises students taking exams.

Assists in the student registration process by entering new course schedules and updating faculty to online registration system.**

Inputs advisor codes as assigned by the department head and changes major / minor codes for students.

Creates and maintains databases and spreadsheet files.

Department Heads must receive prior notification of any planned full or partial absences.

Be cognizant of times when there is no secretarial coverage (i.e. lunch) and seek to limit that amount of time. 

** For course scheduling input, duties are to be shared in the following manner:

One Administrative Assistant will input course for Biology and Environmental Health, and one Administrative Assistant will input the courses for Mathematics and Physical Sciences.  Course scheduling input is to be rotated yearly. 

SUPERVISORY RESPONSIBILITIES.  This position is a non-supervisory position.

QUALIFICATIONS.  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE.  High School diploma or GED required.  One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS.  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.

MATHEMATICAL SKILLS.  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY.  Ability to define problems, collect date, establish facts and draw valid conclusions.  Ability to presents facts to faculty for departmental response.  Ability to deal with a variety of information presented in oral or written formats.  Ability to deal with non-verbal behavior in assisting with problem resolution.

CERTIFICATES, LICENSES, REGISTRATIONS.  None required.

OTHER SKILLS AND ABILITIES.  Ability to effectively communicate orally (in person and by telephone) and in writing; ability to effectively operate a computer (prefer Microsoft Word, Excel,  Access, e-mail and internet skills); ability to use (or quickly learn) the Purchase Order, Student Data and other software systems; ability to effectively use a variety of office machines (such as adding machines, fax, multi-line telephones, etc.); ability to multi-task, yet maintain close attention to detail and timeliness of work production; ability to maintain highest level of confidentiality; and ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

PHYSICAL DEMANDS.   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel or use a computer keyboard; and talk or hear including the use of a telephone.  The employee frequently is required to stand; walk; reach with hands and arms; and stoop, or kneel.  The employee must occasionally lift and/or move up to 20 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT.  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually moderate with frequent occasions of multiple conversations in process.

 

 

 

 

 

 










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