Job Title: Administrative Assistant

FLSA Status: Non-Exempt

Department: Lewis School of Health Sciences @ Clarkson University

Title of Manager/Supervisor: Assistant to the Dean

Number of Employees Reporting to this Position: 0

Position Summary: Assist the Program Directors of the EMT, PT, PA, and OT programs in managing and operating the graduate program. The Administrative Assistant will work cross functionally with multiple academic and administrative offices and will help sustain a welcoming, professional, and collaborative work culture and environment. Provide excellent customer service to all faculty, staff and students and guests of the Department. Primary areas of responsibility for this position include: collaboration with graduate student admissions, recruiting, and support; new staff and student orientation and all phases of office administration.

General Purpose: The Administrative Assistant is responsible for providing a wide variety of clerical, secretarial and receptionist support for the department, department team members and the students associated with the department.

Position Responsibilities:

• Supporting and implementing the day-to-day operations of the department(see department specific operations)
• Serve as point of contact for department. Consistently demonstrate ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary
• Schedule appointments/meetings and maintains calendars as needed
• Organize and maintain files/records
• Communication management including dissemination of information via telephone, mail, web, email and meeting minutes
• Create/generate proof and distribute, upon review and approval, departmental correspondence reports, memos, and projects from notes or drafts and other related department documents
• Purchase supplies; maintain department inventory
• Ensures the accuracy of printed and online materials and information about the program
• Prepares graduate program information for the department website posting while ensuring the information is up to date each semester on courses or requirement
• Process all inquiries and applications in PeopleSoft
• Oversee general operations: process and maintain necessary paperwork, records and files required to support the departments and programs
• Schedules appointments, directs phone calls, creates documents and correspondences and makes travel arrangements
• Consistently demonstrate ability to take the initiative to make decisions/choices without direct supervision
• Demonstrate the ability to tackle current processes with forward thinking and the implementation of more efficient and productive process flow
• Financial management including, but not limited to completing purchase requisitions; purchasing supplies; performing P-Card reconciliation; organization of budget files; and preparing monthly department budget reports
• Maintain, update, and process student applications/departmental records, which may include corresponding with students in regard to acceptance letters, wait list and rejection letters
• Provide guidance to students and faculty on current policies, procedures, and graduation requirements
• Maintain confidentiality in all aspects of work
• Reception duties including, but not limited to answering and directing telephone and email communication; welcoming and directing incoming visitors; and professionally communicating and interacting with internal and external entities through digital and in person methods to support program, faculty and student needs, including clinical sites
• Perform other duties as requested
• Assist with scheduling travel arrangements
• Prepare purchase requisitions, correspondence, etc. with limited instruction
• Prepare reports using statistical and narrative information
• Prepare purchase requisitions, correspondence, etc. with no instruction
• Monitor and maintain budget(s)
• Participate in event planning and program implementations
• Provide oversight and train work study students in general office procedures and monitor work for accuracy and completeness
• Update department web site
• Assist with other projects, administrative duties, and initiatives as assigned
• Performance of above duties require you to be at work

Health & Safety: All staff has a statutory responsibility to take reasonable care of themselves, others and the environment and to prevent harm by their acts or omissions. All staff is therefore required to adhere to the University’s Health, Safety, and Environmental Policy & Procedures.

DISCLAIMER: The above statements are designed to indicate the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all duties, responsibilities, skills, and qualifications required of personnel so classified

Essential Skills:

• Intermediate experience Microsoft Office Suite to include Word, Excel, PowerPoint
• Proven track record of ability to handle difficult conversations/situations
• Experience using PeopleSoft
• Excellent written and oral communication skills
• Resourceful with ability to problem solve and work independently
• Ability to interact effectively with a wide variety of individuals including students, parents, faculty, and staff of the University
• Ability to execute tasks in a busy academic environment
• Demonstrated flexibility with evidence of successfully working in a team environment
• Manage confidential information
• Positive attitude
• Planning and time management skills and be able to prioritize tasks in a busy academic environment
• Demonstrated commitment to diversity and inclusion

Education:
Minimal Qualifications:

• Associates Degree in related field or High School degree or equivalent with 5 years of office experience

Preferred Qualifications:

• Bachelor’s Degree in related field

Physical Demands:
The physical demands characteristics 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 occasionally required to stand, walk, sit, bend and stoop
• The employee must occasionally lift and/or move up to 15-20 pounds
• Regular use of the telephone and e-mail for communication is essential
• Siting for extended periods of time is common
• Hearing and vision within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents
• Occasional move about the office to access files or office equipment, operate a computer and other office productivity machinery, such as a calculator, hand held devices, copy machine, and computer printer
• Good manual dexterity for use of the common office equipment such as computer terminals, calculators, copiers, and FAX machines
• Other demands as required by specific position

The employee is expected to adhere to University policies.

Special Instructions to Applicants: An equal opportunity/affirmative action employer, Clarkson actively seeks and encourages applications from minorities, women and people with disabilities.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).