What are the responsibilities and job description for the Administrative Assistant position at Manchester University, Inc.?
Position: Administrative Assistant
Department: Health Sciences and Pharmacy
Campus: Fort Wayne Campus
Target Hire Date: April 2023
Position Overview: In a professional manner, the administrative assistant assists Health Sciences and Pharmacy to facilitate faculty level administrative and clerical functions. Reporting to the Health Sciences and Pharmacy executive assistant, the administrative assistant works collaboratively with other administrative assistants to cover the needs of the College.
Essential job functions:
- Serve as primary administrative support to Health Sciences and Pharmacy faculty.
- First point of contact for students and visitors to the faculty suite.
- Provide a high level of customer service, professionalism, and communication to those interacting with Health Sciences and Pharmacy faculty via in-person, telephone, and email.
- Manage and track professional development spending for Health Sciences and Pharmacy faculty including facilitating P-card information for use in professional development related expenses, review of Request to Utilize Professional Development Funds forms before sending to department chairs and/or Dean for approvals and communicating approval to faculty.
- In conjunction with Health Sciences and Pharmacy faculty search committee chairs, coordinate and execute faculty candidate interviews including but not limited to arranging travel, catering, room and teleconferencing equipment reservations, itinerary preparation, processing of candidate out-of-pocket expenses and providing final report of collected interview evaluation results.
- Train new faculty on Travel Expense Report, Check Request Form, Request to Attend a Professional Conference or Meeting and Request to Utilize Professional Development Funds forms, processes for these forms and provide training on office copier in the faculty suite.
- Track faculty internal and external grant expenditures including processing of invoices, signatures of approval and forwarding to accounts payable for processing.
- Draft correspondence, reports, materials, and data for Health Sciences and Pharmacy faculty.
Secondary job functions:
- Complete special projects as needed when requested by faculty.
- Relieve front desk reception on a scheduled basis.
- Serve as staff support to University and College committees as assigned.
- Serve as backup to the senior administrative assistant.
- Other duties as assigned.
Qualifications:
- A commitment to fostering an environment of diversity and inclusion among students, faculty, and staff.
- Bachelor’s degree and five years of relevant experience or comparable combination of education and experience
- Proficiency in spoken and written English
- Basic knowledge of computers including managing a Windows environment, advanced skills in Microsoft Office Suite, telephone, copying, faxing, and scanning records
- Highly proficient in written communication for document composition and proofreading and possess polished oral communication skills and telephone etiquette.
- Exemplary customer service and communication skills
- Strong interpersonal skills: ability to interact with all people.
- Ability to keep confidence and handle confidential information.
- High level of personal integrity
- Strong organizational, analytical, and creative problem-solving skills with the ability to multitask and coordinate multiple office activities simultaneously while completing tasks in a timely manner and consistently meeting deadlines.
- Highly self-directed with the ability to work independently on diverse projects and take the initiative to implement responsibilities with minimal direction and supervision.
- Strong attention to detail.
- Consistently present a positive attitude and contribute to a harmonious team environment.
- Professional demeanor, appearance, and the ability to interact with people at all organizational levels is essential.
General information: Manchester University is an independent, liberal arts university with a campus in North Manchester, Ind., where approximately 1,300 students choose from at least 60 areas of undergraduate study, two master's programs, and 21 NCAA Division III varsity sports. Our second campus in Fort Wayne is home to growing health science programs, including athletic training, nursing, nutrition and nutrigenomics, pharmacy, pharmacogenomics, and physical therapy.
Manchester has a distinctive commitment to developing respect for ethnic, cultural, and religious pluralism and international consciousness. Manchester University respects the infinite worth of every individual and graduates persons of ability and conviction who draw upon their education and faith to lead principled, productive, and compassionate lives that improve the human condition. As an institution rooted in the tradition of the Church of the Brethren, Manchester University values learning, faith, service, integrity, diversity, and community.
Work schedule: This is a full-time, non-exempt position. Forty (40) hours per week (8:00 am-5:00 pm) will be the general rule. However, depending on the project cycles and workflow demands of the College, additional hours or workday schedule changes may be required occasionally.
To apply: We seek a candidate with a commitment to working effectively with students, faculty, and staff of diverse backgrounds. The review of applications begins immediately and will continue until the position is filled. Apply online via ADP and upload a cover letter and resume with your completed employment application. Questions can be emailed to HR@manchester.edu.
Manchester University is an equal opportunity employer.
Applicants who further diversify our faculty and staff are warmly welcome.
Salary : $34,700 - $44,000