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Department Administrative Assistant

Elmhurst University
Illinois, United States
Salary Not Specified
Posted Date
Aug 26, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Job Summary

The Administrative Assistant to the Department of Communication Sciences and Disorders is responsible for carrying out administrative assignments relating to the CSD programs and providing support to the Department Chair, as well as the Graduate Program and Speech Clinic Directors. Also supports faculty, adjuncts, and students and collaborates with the Off-Campus Coordinator.

Salary Grade


Essential Functions
  • Assists with the verification process of graduate-student progress towards meeting degree, ASHA certification, and state teacher licensure requirements.
  • Monitors inventory, orders, and tracks purchases for general supplies, large equipment, and furniture. Purchases all excusive applications, accounts, and software for department and graduate students.
  • Prepares a variety of reports, letters, memos, forms, academic correspondence/materials, and other written correspondence. Assists graduate program director with annual accreditation reports.
  • Sets up, maintains, and archives the official and confidential faculty, business, undergraduate and graduate student files; maintains confidential department and clinic information; maintains various tracking reports and CAA assessments; performs Informer Searches; maintains proprietary tracking software (Calipso) to monitor clock hours and program requirements; maintains department shared drive and LinkedIn Group page.
  • Collects and compiles initial budget data for preparation and submission of department budgets; prepares and tracks payment invoices; tracks spending and budgets for the department, graduate program, and speech clinic, and reconciles results with official financial reports.
  • Assists current and prospective students and faculty with questions and requests relating to the department and graduate program.
  • Works closely with off-site coordinator regarding clinical placements, off- and on-site supervisor credential verifications, and license/certification and contact expirations.
  • Attends all department meetings, including department retreats, transcribes meeting minutes and maintains digital and hard copies for accreditor reviews.
  • Prepares and tracks department membership renewals and expense reports; assists with faculty desk copies; maintains digital archival of course syllabi per term; updates graduate and undergraduate websites and department directory. Assists directors with manuals and handbooks; Posts program assessment data to website.
  • Schedules repairs and calibration services for all audiology equipment; schedules maintenance repairs for the voice and swallowing lab equipment; purchases disinfecting supplies.
  • Plans and coordinates events relating to the graduate program admission process, interviews, luncheons, etc; assists with ground transportation, hotel reservations, and on-campus accommodations for guests; secures room reservations for department meetings and events.
  • Sends mass emails and correspondence to students.
  • Assists with computer software updates for the department, coordinating with the IT department; acts as administrator for proprietary web-based BoardMaker application; assists with CSDCAS and WebAdmit as they relate to the prospective graduate student applications, correspondence, and the selection process.
  • Serves as backup to the Administrative Assistant for the Speech Clinic during lunch breaks, vacations, illnesses, and heavy workload periods. Supports the Master of Occupational Therapy program as needed.
  • Assists chair, directors, and off-site coordinator with special projects.
Other Duties and Responsibilities
  • Communicates with facilities regarding maintenance/repair appointments for the department; coordinates telephone installations and extension updates with Telecommunications; prepares key requests and maintains documentation.
  • Assists with undergraduate and graduate student scholarship awards.
  • Assists with course evaluations.
  • Troubleshoots standard office equipment.
  • Runs on and off campus errands.
  • Proctors exams.
  • Performs other duties as assigned.
Minimum Qualifications
  • High school diploma or GED ; some college preferred.
  • Computer proficiency in MS Office 365, especially Word, Excel and Outlook.
  • Must type at least 45 WPM .
  • 3 years similar office experience.
Preferred Qualifications
  • Data entry experience.
  • Calipso experience.
Working Conditions/Physical Requirements

Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 30 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move object.

Work Hours

Posting Date


Closing Date

Open Until Filled


Special Instructions to Applicants

Please be aware that as a continued emphasis on keeping our community safe and healthy, we will require all faculty, staff, and students to submit verification of full vaccination for COVID -19.

Please provide 3 references, including name, phone number and email. This may be included in applicant’s cover letter or optional “other” document.

Elmhurst University is a leading institution of higher education that seamlessly blends liberal learning and professional preparation to help students reach their full potential. Elmhurst University offers more than 70 undergraduate majors, 15 graduate programs, degree-completion programs for busy adults, and the acclaimed Elmhurst Learning and Success Academy for young adults with developmental disabilities. Elmhurst University is one of the Top 10 Colleges in the Midwest, according to U.S. News & World Report; and U.S. News, Money and Forbes magazine’s consistently rank Elmhurst as one of the Midwest’s best values in higher education.

Recruiting and retaining a diverse workforce is a critical component of the University’s mission, vision and core values. Our commitment stems from the belief that an institution of higher learning is enriched by the presence of diversity. Elmhurst University is an EO Employer. Elmhurst University prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or any other characteristic protected by law.

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