Administrative Assistant to the Dean

2 weeks ago

Abilene, United States McMurry University Full time
Posting Details

Position Information

Job Title
Administrative Assistant to the Dean

Position Type
Staff

Job Description

The full-time Administrative Assistant to the Dean will be responsible for ensuring that the internal functions of the Dean's office and PHSSN are operating smoothly and effectively. This employee is responsible for assisting in the daily and special functions of the PHSSN Dean's office as it relates to the community and PHSSN.

McMurry is deeply committed to building a community that embraces diversity and fosters equity and inclusion on our campus. We seek applicants who recognize diversity and cultural mindfulness as integral components of university excellence. We are looking for candidates who will contribute to the diversification and enrichment of ideas and the advancement of distinctive perspectives at McMurry.

Essential Duties Summary
  • Assist with the daily management of the Dean's office responsibilities.
  • Provides the first point of professional representation to PHSSN contacts inside and outside of the organization.
  • Maintains a professional, efficient office environment, and ensures effective working relationships with all PHSSN faculty/staff, McMurry University, and the community of interest (COI).
  • Maintains the Dean's calendar and assists in preparing for various meetings or other campus activities.
  • Utilizes exceptional organizational and management skills to prioritize, organize, and complete multiple tasks and projects as identified or as requested by the Dean.
  • Prepares drafts of correspondence, letters, and emails, and/or spreadsheets as directed by the Dean.
  • Assist the Dean with the development and management of current affiliation agreements.
  • Assist the Dean and PHSSN to maintain accreditation requirements by tracking data, compiling reports, assisting with correspondence and site visits.
  • Attends and take minutes for the Dean's meeting and other meetings as identified.
  • Completes reports, minutes, surveys, etc., within an acceptable timeframe or as defined by the Dean to gather important information to support PHSSN.
  • Provides administrative support to all leadership/staff/faculty within PHSSN as needed.
  • Tracks monthly expenses to assist the Dean and Director of Admissions, Records, and Advising, and faculty with budget management.
  • Assists PHSSN employees with conference registrations, travel, and lodging securement.
  • Demonstrates proficiency with PHSSN programs, such as, but not limited to Colleague and ExamSoft by assigning advisors/instructors to students, creating courses, set capacity limits, location, time, format and assigns instructors to courses.
  • Coordinates with Enrollment Services and the Registrar's Office with prospective student meetings, advising, and registration.
  • Participates in continuing educational opportunities as identified to maximize workflow and skill sets to ensure job efficiency.
  • Provides oversite in collaboration with the Director of Admissions, Records, and Advising for the PHSSN Pinning Ceremonies to include, but not limited to location/food securement, program/invitation development, resource management, room decorations/setup, leadership/student notification, etc.
  • Maintains and upkeeps all PHSSN employee files including but not limited to current immunizations, CPR verification, continuing education, official transcripts, contracts, etc.
  • Assist the Director of Admissions, Record, and Advising with maintenance of PHSSN student files including but not limited to blue card/DO verification, current immunizations, CPR verification, admission letters, academic alerts, etc.
  • Other duties as assigned

Required Qualifications
  • Bachelor's degree required.
  • Must have the ability to perform multiple tasks in a fast-paced/multifaceted office environment.
  • Must be able to organize files and maintain records.
  • Must be detail oriented and follow through on projects/tasks until completion.
  • Must interact with donors, students, visitors, staff, faculty and exhibit interpersonal skills including the ability to answer questions, solve problems and deal with difficult situations.
  • Must make decisions as appropriate for each situation.
  • Must communicate professionally both orally and in written form.
  • Must be able to prepare correspondence with or without guidance from supervisor, depending on the circumstances.
  • Must have good proofreading skills and attention to detail.
  • Must be comfortable and proficient using technology, such as email, instant message, etc.
  • Must understand and maintain confidentiality of sensitive information, records, etc.
  • These qualifications must be validated based on prior related work history, interview, and reference check(s).

Minimum Required Education
Bachelor's degree

Preferred Qualifications

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 frequently required to sit or stand and talk or hear. The employee is occasionally required to walk and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. This position is sedentary in nature. Must be able to sit for long periods of time while performing office and computer operations.

Special Conditions for Eligibility

Salary

EEO Statement

Equal Employment Opportunity/Affirmative Action
McMurry University is committed to an educational and working environment that provides equal opportunity to all members of the university community and prohibits unlawful discrimination on the basis of race, color, gender, national origin, age, genetic information, disability or veteran status, in employment or the provision of services, in accordance with applicable federal, state and local laws. Discrimination on the basis of sexual orientation is also prohibited pursuant to University policy.

Posting Detail Information

Posting Number
AS939P

Number of Vacancies
1

Desired Start Date
12/16/2024

Posting Open Date
12/02/2024

Close Date

Open Until Filled
Yes

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