Administrative Assistant - Continuing Education and Simulation Labs

Employer
Adelphi University
Location
New York, United States
Salary
Salary Not specified
Posted date
Oct 19, 2021

View more

Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Administrative
Employment Type
Full Time




Administrative Assistant

College of Nursing and Public Health

Continuing Education and Simulation Labs

JOB SUMMARY:

Provides clerical and administrative support for the Director and Assistant Director of CESiL also for the staff in the labs. Maintains the lab schedules and coordinates usage of CESiL classrooms. Assists students with inquiries, problems, and general CNPH and University policies and procedures.

Our union positions have excellent benefits including Tuition Remission for the employee, spouse and dependent children. The salary is $39,473. Pre-employment assessment on Microsoft Word and or Excel will be conducted. This position is for weekends (8am-4pm) and evening shift (1pm-9pm) some flexibility in hours

REPORTS TO: Director of CESiL

RESPONSIBILITIES & DUTIES:

Documentation and Information Management
  1. Prepare and print materials such as letters, memoranda, forms, purchase orders and vouchers, using computers and relevant peripheral equipment.
  2. Compose and respond to routine correspondence.
  3. Proofread and edit documents for accuracy, formatting and completeness.
  4. Use office software packages such as Word and Excel in document preparation, file maintenance and report generation.
  5. Collect information or data from various sources; file and retrieve books, documents and/or data as needed. Update existing files.
  6. Create and/or maintain filing systems.
  7. Maintain departmental records; keep separate confidential records when instructed.
  8. Retrieve and format electronic data; compile and merge data from various media and sources.
  9. Prepare and process various forms, e.g., admissions forms and other forms.
  10. Prepare charts, graphs, or tables for presentations, reports, and/or interoffice communications.
  11. Maintain financial and/or student records and databases, and update them as necessary.

Communications and Customer Service
  1. Provide information, as directed, to faculty, students, employees, and the general public.
  2. Interact with students, staff and administrators throughout the University to resolve problems.
  3. Respond to routine inquiries regarding departmental matters.
  4. Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone directories.
  5. Provide receptionist services; schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons.
  6. Furnish information on the department's rules and regulations, when authorized.
  7. Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, travel arrangements, catering services, informing the relevant departments/units, preparation and dissemination of materials, etc.
  8. Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.
  9. Interview and/or supervise student employees, Interns, Volunteers, etc.
  10. Assist in training new employees in various office duties/use of office equipment.
  11. Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.

Transaction Processing
  1. Prepare routine reports, including drafts, using information received from various sources.
  2. Verify inventory and supplies reports on request. Order supplies as needed.
  3. Assist supervisors in specialized office functions.
  4. Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized.
  5. Duplicate, collate and distribute materials. Coordinate the work of others to produce and distribute materials; confer with mailroom personnel as needed.
  6. Assist in preparing and distributing materials such as recruitment documents.

Other
  1. Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.
  2. May serve on committees when authorized.
  3. Perform other job-related duties as assigned.

REQUIREMENTS: (Knowledge, skills and abilities)
  1. Ability to prioritize workload according to volume, urgency, etc.
  2. Good organization skills and attention to detail.
  3. Good interpersonal skills.
  4. Ability to handle multiple tasks effectively and accurately.
  5. Ability to be discrete and maintain high confidentiality on a wide range of issues.
  6. Good verbal and writing skills.
  7. Knowledge of University policies and procedures.
  8. Good computer skills for using Windows, Microsoft Word, Excel, Administrative Systems and Email.
  9. Ability to work with students and colleagues in a diverse environment.

PHYSICAL REQUIREMENTS:
  1. Ability to sit at a desk for long periods of time.
  2. Ability to work on a computer for long periods of time.
  3. Ability to open drawers and file paperwork.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:
  1. High School diploma is required.
  2. Associate's Degree in Business or Secretarial skills is preferred.
  3. Two years of secretarial skills are required.

POSITION(S) SUPERVISED:
  1. Student Employees.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving almost 8,000 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers more than 60 undergraduate programs, more than 65 master's degree and doctoral programs, and more than 35 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 116,000 graduates across the country, a growing enrollment of students from 43 states and 64 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.


To apply, visit https://phf.tbe.taleo.net/phf02/ats/careers/v2/viewRequisition?org=ADELPHI&cws=39&rid=2624

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