Administrative Assistant

General Job Summary:

The Administrative Assistant assists the academic dean, department chairs, and faculty with administrative tasks, including, collecting and updating syllabi, tracking classroom observations, scheduling midterm course evaluations for new faculty, scheduling department chair and faculty governance meetings, making copies, and uploading documents. The Administrative Assistant is also responsible for taking attendance and minutes at various department chair, faculty governance, and general faculty/supervisor meetings; assigning and maintaining faculty lockers and mailboxes; communicating with HR for payroll issues and files; and maintaining OneDrive faculty files of department minutes, classroom observations, faculty evaluations, professional action plans, and midterm/final exams. They will also coordinate the teaching assistant (TA) program, including recruiting, hiring, and terminating TA’s, coordinating with HR for contracts, onboarding, and payroll, and coordinating assignments with faculty. In addition, they will process employee I-9 forms and payroll adjustments.

Essential Functions:

Primary-

• Assist the academic dean, department chairs, and faculty with administrative tasks, including, collecting and updating syllabi, tracking classroom observations, scheduling midterm course evaluations for new faculty, scheduling department chair and faculty governance meetings, making copies, and uploading documents
• Assist faculty with administrative tasks and technology
• Take attendance and minutes at various department chair, faculty governance, and general faculty/supervisor meetings.
• Assign and maintain faculty lockers and mailboxes
• Communicate with HR for payroll issues and files
• Maintain OneDrive faculty files of department minutes, classroom observations, faculty evaluations, professional action plans, and midterm/final exams.
• Coordinate the teaching assistant (TA) program, including recruiting, hiring, and terminating TA’s, coordinating with HR for contracts, onboarding, and payroll, and coordinating assignments with faculty
• Process employee I-9 forms and payroll adjustments
• Assist the Academic Dean and Academics Department with student and faculty concerns as needed
• Develop strong collaborations with other administrative departments including, but not limited to, Registrar, Bursar, Financial Aid, Admissions.
• Other duties as assigned

Secondary –

• Occasional evening or weekend hours may be required.

Supervisory Responsibility:

• Teaching Assistants

Job Skills:

Required –

• Strong communication, presentation and organizational skills.
• Excellent customer service skills and experience working with diverse populations.
• Ability to manage confidential records in a discrete and professional manner.
• Ability to multi-task and meet completing deadlines with attention to detail.
• Ability to work independently and collaboratively to support the success of others.
• Strong computer skills and ability to use various databases.
• Commitment to the vision of the College and its faculty

Preferred-

• Interest or experience in integrative health is a plus but is not required.

Education and Experience:

• Associate degree.
• 1-3 years’ administrative experience in a college setting is preferred.

Work Environment
The work environment characteristics are representative of those an employee encounters while performing essential functions of the job in a typical office/workstation situation. Able to work sitting or standing at desk and operate a computer using keyboard and reading information on a monitor.  Reasonable accommodations may be made to accommodate individuals with disabilities to perform the essential functions.

To apply, please send a cover letter describing qualifications, and resume/CV to Ashley Kowal akowal@pacificcollege.edu

Pacific College of Health and Science is one of the oldest and largest accredited institutions training professionals in the areas of Oriental medicine, acupuncture, massage and Chinese herbal medicine. Founded in 1986, with the mission of training primary healthcare providers in the field of Oriental medicine. Pacific College has campuses in New York, San Diego, and Chicago, and features an esteemed faculty of professors from around the globe that conduct ongoing research and educate approximately 1,000 students every year.

We offer the opportunity to work with a dynamic team of professionals. We are committed to creating a diverse community of faculty, staff, and students.

Pacific College of Health and Science is an Equal Opportunity Employer. Applicants are considered on the basis of their qualifications for the position without regard to race, color, religion, sex, sexual orientation, national origin, citizenship, age, marital status, disability, veteran's status or any other personal trait protected by federal, state or local law.