Administrative Assistant II

Duties And Responsibilities
Responsible for phone/reception duties including screening scheduling and placing calls for the Dean and the Associate Dean(s); greet visitors and perform general office duties including filing record keeping. Prepare documents for the Deans office; participate in maintenance management and archival of electronic files for the Deans office and College of Health generally especially documents related to accreditation. Organize and schedule meetings itineraries etc. for the Dean and the Associate Dean(s). Responsible for travel arrangements for the Deans office staff. Handles and organizes the Deans calendar (includes providing briefing materials for upcoming meetings/events and preparing copies of daily schedules). Responsible for all outgoing and incoming correspondence for the Deans office including drafting and proofreading. Manage events held and/or sponsored by the College of Health including reserving rooms and equipment tracking RSVPs ordering food preparing materials name tags etc. Take minutes at the College of Health meetings as needed; prepare agenda and materials for distribution as directed by the Dean. Collect maintain and track syllabi files for all courses in the College of Health. Manage faculty teaching contract process and workflow in coordination with Department Chairs Associate Dean and the Provosts office. Prepares confidential contracts and letters; keeps all sensitive material (written electronic) safe and protected. Process stipends grade changes independent study contracts self-designed major and minor requests addition to schedule forms and addition to banner catalog forms. Implement College of Health administrative process to include but not limited to: faculty travel request process academic dishonesty reports filing and tracking advising/registration information. Initiate and maintain the College of Health calendar and monitor college of health specific email address. Mail and publish the deans list each semester. Hire and supervise work-study student(s); oversee hours schedules employee payroll entry assigning student worker responsibilities and ensuring completion of assigned tasks. Assist students with any questions processing petitions appointments etc. Manage office stores and inventories (including food and beverage items for various events). Purchase items via p-card as requested and approved for non-p-card holders and submit monthly reports. Develop and maintain the healthcare alumni database. Prepare reports (i.e. enrollment data alumni accreditation etc) as requested by the Dean. Spearhead administrative process for continuing education programs including compliance requirements to support the COH education conference and workshops.

Required Qualifications
High school diploma or equivalent 1-3 years of experience in an office setting or healthcare setting Proficient in Microsoft Office Suite and Google G Suite Excellent communication and organizational skills to deal with a large number of faculty students alumni clinicians and industry partners Organized and detail-oriented able to work independently prioritize workload with minimal supervision maintain confidentiality and work effectively with other university offices Interest in understanding and supporting John Carrolls mission to inspire individuals to excel in learning leadership and service in the region and in the world

Preferred Qualifications
Associate or Bachelors degree 3-5 years of relevant experience in an office or healthcare setting Database management experience (i.e Slate Tableau etc) Experience with Banner or other Enterprise Resource Planning ( ERP ) software