Administrative Assistant III-SPAHP Dean’s Office

4 months ago

Omaha, United States Creighton University Full time
   Requisition #    Jul 22, Post Date

Position Summary:

The Administrative Assistant III position performs complex, advanced, diversified, and confidential administrative duties for the School of Pharmacy and Health Professions Dean, Senior Associate Dean, Assistant Dean for Business Affairs, and other administrative staff within the Dean’s Suite. This role performs routine clerical and administrative functions such as answering phones, drafting and preparing a variety of documents, scheduling meetings and appointments, organizing and maintaining paper and electronic files, makes travel arrangements, takes minutes, and supports budget management.This position will collaborate with the Executive Assistant to support the Dean.The Administrative Assistant will also provide general support to other SPAHP areas, as needed, to include assisting with continuing education courses, data and information management, and support with the Dean’s newsletters and other communications.Other duties as assigned.

Knowledge, Skills, and Abilities:

Proficiency in Microsoft Office Suite to include Word, Excel, PowerPoint, and Outlook at a high level. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, video conferencing, and other office procedures/processes. Ability to communicate effectively (verbal and written). Excellent customer service skills to include the ability to assess inquiries and provide appropriate information or resolution using judgment and available resources. Proven ability to maintain confidentiality. Ability to coordinate and prioritize work with multiple and conflicting demands in a deadline-oriented environment. Ability to be collaborative and work in a team environment. Demonstrated professionalism. Must be dependable/accountable. Excellent organizational and time management skills Able to work with people at all levels. Must be a self starter and able to complete tasks on their own with little or no supervision.

Essential Functions:

Maintain continual front desk/phone coverage. Greet visitors to the Dean’s Office and provide assistance as needed. Perform general office duties for the Dean’s Office. Coordinate daily mail delivery distribution. Coordinate Facility workorders and other requests for University support. Manage calendars for Senior Associate Dean and Assistant Dean for Business Affairs. Scheduling meetings/including room reservations and/or zoom for the Dean, Senior Associate Dean, Assistant Dean for Business Affairs, and Senior Manager. Schedule faculty meetings for three programs (Pharmacy, Physical Therapy, and Occupational Therapy), All School meetings with Dean, the JEDI Committee, and special meetings and take minutes. Assist with accreditation documents and reports as needed. Coordinates and tracks SPAHP contracts, MOU’s, grants and startup funds for faculty research. Supervise student worker. Coordinates and distributes Banner reports to budget managers. Mail Merge Donor letters for Dean’s signature. Support data and information management for the Dean’s Office and other SPAHP areas as requested Assists in special projects for the Dean, Senior Associate Dean, Assistant Dean for Business Affairs, Finance Manager and Senior Manager. Maintains ServeList for staff and standing committees. Provide administrative support for the Dean’s newsletter Manages Christmas Card lists, Order condolence flowers, Supports Staff Appreciation Day planning. Coordinator for continuing education courses including APhA courses (Pharmacy Based Immunization Course) and Pharmacy Resident Grand Rounds. Recommends budget allocation for Senior Associate Dean.Tracks expenses and conducts budget reconciliations. Orders office supplies and equipment for the Dean’s Office and assists with ordering for SPAHP programs.Coordinates travel for Dean’s Office as requested.

Education & Experience :

High school diploma or equivalent required.  Associate or Bachelor’s degree preferred.  6 years' administrative and/or office management experience.

Change the World From Here

AAP/EEO Statement 

Creighton University is committed to providing a safe and non-discriminatory educational and employment environment. The University admits qualified students, hires qualified employees and accepts patients for treatment without regard to race, color, religion, sex, marital status, national origin, age, disability, citizenship, sexual orientation, gender identity, gender expression, veteran status, or other status protected by law. Its education and employment policies, scholarship and loan programs, and other programs and activities, are administered without unlawful discrimination.

Disclosure Statement 

This description describes the general nature of work to be performed and does not include an exhaustive list of all duties, skills, or abilities required. Regular, reliable attendance is an essential function and all employees are required to follow any other job-related instructions and to perform any other job-related duties as requested by their supervisor. Employees may also be required to work in excess of normal working hours as workloads and seasonal activities necessitate. A complete description is available in the Human Resource office. Creighton University reserves the right to modify duties, responsibilities and activities at any time with or without notice. 

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