Senior Administrative Assistant - School of Health Professions

Reporting to the Director(s) in the School of Health Professions, the Senior Administrative Assistant provides a broad range of administrative support to the department. Responsibilities include planning, organizing and coordinating the day-to-day operations and communications with faculty and University departments. This is a full time 12 month position that requires you to be on campus.

FUNCTIONS PERFORMED IN FULFILLING MAJOR JOB RESPONSIBILITIES:

Coordinate all School of Health Professions (SHP) needs, including office administration, record keeping and supplies; contact with and between University departments; faculty and adjunct employment contracts; selection and supervision of support personnel when required.

Support the Director and faculty in advising, record keeping, GA/Work study support, peak-period enrollment and registration, special problems presented by students, certification and other duties as assigned.

• Communicating information both in writing and verbally to Faculty, staff, students, and the general public;
• Answer department telephones;
• Acting as contact point for adjunct faculty; disseminating various forms. Maintain student and faculty records;
• Prepare accurate Name, Address and Telephone lists of Students and Faculty each semester;
• Distribute class lists, grade sheets etc. to faculty;
• Print and distribute, or mail, contracts, and letters;
• Process daily mail (ingoing and outgoing);
• Order office supplies and assist as needed with lab supply ordering
• Help with preparations for college functions including accreditation;
• Provide secretarial and administrative support to academic staff.

Qualifications

• Associates Degree preferred; High school diploma or equivalent and 3 years’ administrative or lead secretarial experience required
• Ability to maintain confidentiality of the office
• Proficient with Microsoft Office Suite including Microsoft Word, Publisher, Excel, Access & PowerPoint. Familiar with setting up Zoom calls and the use of Canvas.
• Strong oral, written, and interpersonal skills
• Good organizational and analytical skills
• Ability to carry out program policies with minimal supervision; knowledge of UB policies and procedures
• Ability to establish complex records and files, to assemble and organize data and information and to prepare reports from such materials.
• Strong team player orientation

NOTE: The above description is intended to describe the general nature and level of work to be performed by the Senior Administrative Assistant . It is not intended to be an exhaustive list of all responsibilities of the position. You will devote your full time and best efforts to the performance of your various job duties and will observe any and all policies, rules and regulations that the University may now have or shall hereafter establish.