Administrative Assistant III, Pre-Clinical Sciences

Employer
Barry University
Location
Miami Shores- Main Campus

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Employment Type
Full Time
Institution Type
Four-Year Institution
Summary

The School of Podiatric Medicine is seeking an Administrative Assistant III.

The primary function of this position is to provide administrative support to the Chair and faculty of the Pre-Clinical Sciences department in the School of Podiatric Medicine. The position also involves dissemination of relevant information to students and faculty in all programs within the school.

The successful applicant will exhibit a positive attitude, demonstrate courtesy and helpfulness consistent with mission of Barry University to provide quality service and education. The successful applicant will perform administrative duties and have considerable latitude for exercising judgment and discretion.

* This is an In-Person position

Essential Functions

Provide administrative support to the Chair and faculty of the Pre-Clinical Sciences Department:

  • Maintain Chair’s agenda/calendar, evaluate priorities, and modify previously scheduled appointments by identifying and resolving conflicts

  • Set up and maintain secure digital records of all student files, including advising records with notes and dates of appointments, required for reference and for efficient operation of the department

  • Complete special assignments requiring collecting, organizing, and tracking data which may be the basis for significant decisions on student performance

  • Set up and manage mid-semester meeting(s), related to student performance, on behalf of the Chair

  • Independently create communications for distribution to faculty, students, and staff on behalf of the department and/or Chair

  • Review and approve syllabi submitted by faculty, ensuring accuracy of semester details

  • Collaborate with the Chair on creation of course and exam schedules, teaching assignments and student performance letters

  • Make photocopies of exams as needed for faculty and collaborate with the Office of Accessibility (OAS) to ensure the smooth running of examinations in their office

  • Create seating charts and sign-in sheets for exams, while also serving as a proctor

  • Serve as the ExamSoft liaison for the department, providing faculty and student support

  • Support departmental faculty as needed

  • Additional duties as may be assigned by the Chair.

Provide administrative support to ensure the efficient operation of the Pre-Clinical Sciences Department and School:

  • Maintain open and timely communication with students via Barry University e-mail. Responses to student emails must occur within 24-hours (with weekends counting as one 24-hour period)

  • Manage and maintain active student and advisee lists, semester course schedules and faculty assignments, which will be used semesterly for course creation and advisor assignment, in AIS Colleague platform

  • Independently create communications for distribution to students regarding online registration deadlines/procedures and any additional updates from the School

  • Disseminate student grades and class rankings confidentially

  • Schedule and administer exam reviews with students, as requested

  • Refer students with questions regarding financial aid, academics, attendance, and personal issues or concerns to the appropriate department

  • Assist in the coordination and execution of events such as new student orientation, Rite of Passage ceremony, commencement, and other School of Podiatric Medicine events

  • Maintain proficiency of knowledge and use of Canvas, Workday, AIS Colleague and Microsoft Office suite in addition to virtual platforms such as Webex, MS Teams and Zoom

  • Report AV, PC, telephone and fax problems to DoIT Helpdesk & support staff to promptly and thoroughly resolve them

  • Create purchase order requisitions on Workday, as needed for supplies

  • Additional duties as may be assigned by the School.

Supervision of student employees:

  • Serve as Hiring manager for student employees (teaching assistants, tutors, and A/V clerks). Responsibilities include but are not limited to creating job requisitions, initiating hiring process, reviewing/approving timesheets, and initiating termination process at the conclusion of every semester, through Workday.

  • Set up and host orientation for student employees.

  • This position provides resources to faculty and staff, and assists the students.

The Administrative Assistant must be a professional with strong interpersonal skills and competence in office procedures to be able to handle multiple and diverse situations and tasks.This candidate must be punctual, efficient, reliable and prioritize tasks with minimal error.

Qualifications/Requirements

  • Bachelor's degree in any field of study is required.

  • Minimum of three years of relevant work experience, in substitution of education.

  • 3-5 years of work-related experience is required.

  • Working knowledge of concepts, practices and procedures and ability to use in varied situations.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.

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