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St. Bonaventure University Administrative Assistant, School of Health Professions - Occupational Therapy and Nursing in St. Bonaventure, New York

Administrative Assistant, School of Health Professions - Occupational Therapy and Nursing

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Administrative Assistant, School of Health Professions - Occupational Therapy and Nursing

Location

St. Bonaventure, NY

Job Type

Full Time

Division

Academics

Job Number

202000066

  • Description

  • Benefits

Description

Performs any combination of advanced level and routine administrative duties for the Program Director/Department Chair for Occupational Therapy and Nursing. Responsible for supporting meetings, approvals, scheduling, budgeting, and general oversight of school or Program/Department faculty. Other responsibilities include support of the University’s academic programs and initiatives, and facilitating the interaction of the Program Director/Department Chairs with the campus, faculty and staff, and community members.

Examples of Duties

Supervise and perform day to day administrative functions. Handles office correspondence, report and generate documentation with the dean to meet established regulations and policies. Oversees copiers, printers and relays issues and needs to Tech Services and other duties as assigned.

40%

Manage the Program Director’s/Department Chair’s calendar in Outlook, coordinates meetings, events, and communication of information from their assigned office to faculty and staff. Assists with research on information and policy and provides support on sensitive requests. Handles phone calls, messages, and mail as directed

25%

Administration of academic scheduling, administrative approvals, adjunct contracts, overload stipends, ensuring proper documentation is filed with Records Human Resources.

25%

Coordinates Faculty recruitment process in the assigned program or department to ensure smooth recruitment and to assist in the onboarding process

10%

Manages expenditures through Concur and assists in the budgeting process, providing communication with faculty and oversight of budget spreadsheets and documents

10%

Supplemental Functions:

As determined by Program Director/Department Chair and in support of the needs of the specific program to include but not limited to:

  • Represents the department to internal and external constituents in a professional manner and serves as a primary contact for students and others wanting to speak to or meet with the Program Director or Faculty.

  • Collaborates and actively coordinates with the other University staff on matters that require the Department’s involvement. Maintains a high level of collaboration and communication to ensure the smooth operation of the Department and the school.

  • Supervises, delegates and performs various day-to-day departmental administrative functions.

  • Supports the overall presentation and operation of the university. Particular focus on the creation and distribution of correspondence, proposals and reports.

  • Oversees tracking budget data, travel arrangements and reimbursements.

  • Coordinates and arranges special events including room reservations, arranging of services, and coordinating schedules.

  • Develops and supervises the development of written financial reports and ensures accurate and timely reporting.

  • Assists and supports in the development of accreditation reports and documents as necessary.

  • Coordinates and tracks the completion of correspondence along with other documentation for signature by members of the School as determined by the Dean or Program Chair. This includes all documents from rough draft, general instruction and report preparation. Proofreads correspondence and exercises judgment and knowledge of project issues to ensure accuracy. Interacts and collaborates with all other University offices

  • Coordinates multiple individual’s schedules, appointments, projects, travel arrangements and major events.

  • Types, composes and edits correspondence, memos, letters, agendas and reports; revises schedules, forms, reports, records, and other information; prepares statistical information for use in reports. Attends meetings and transcribes and distributes minutes. Initiates and answers telephone calls; screens and directs calls; greets visitors and directs to appropriate personnel; routes and distributes incoming mail and other materials; prepares outgoing mail and packages.

  • Ensures proper accounting of department budget transactions and to assure accuracy through proper existence and adherence to adequate internal controls. Has the ability to stay current with emerging office technologies.

  • Oversees inventory and maintenance schedules of department labs and materials.

Typical Qualifications

Bachelor’s Degree from an accredited institution preferred

Possesses a minimum of 2 years of progressively responsible office experience.

Knowledge, Skills, and Abilities:

Should possess excellent administrative communication and organizational skills. Have advanced knowledge of Microsoft Office, including Excel, Word, and Outlook. Will need to show discretion as sensitive materials will be handled on occasion. Individual is welcoming and professional as the point of contact for the Program Director /Department Chair as well as the School of Health Professions.

Office located in Francis Hall and the position is on-campus. Hours are 8:30 AM to 5:00 PM Monday through Friday. Flexible hours are possible on occasion at the need of the individual or of the Program Director /Department Chair.

https://www.sbu.edu/docs/default-source/about-section/human-resources-documents/benefits-booklet-final.pdf

Agency

St. Bonaventure University (NY)

Address

3261 West State Road St. Bonaventure, New York, 14778

Website

http://www.sbu.edu

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