Administrative Assistant-Bryan College of Health Sciences

Minimum two (2) years' experience in an administrative support role required.

GENERAL SUMMARY:

Provides administrative and clerical support to assigned administrative staff and Bryan College of Health Sciences (BCHS) personnel.

PRINCIPAL JOB FUNCTIONS:

1. *Commits to the mission, vision, beliefs and consistently demonstrates our core values.

2. *Provides excellent customer service, demonstrating the core values of BCHS.

3. *Maintains the institution-wide calendar and places meetings/events on all employee calendars. Ensures that updates to the institution-wide scheduling system are coordinated with internal processes.

4. *Prioritizes requests for the scheduling of meetings for internal and external events in facility rooms.

5. Scans documentation and stores electronically.

6. *Collaborates on the creation of faculty letters of appointment. Ensures appropriate signatures are on letters before sending, records receipt of signed letters and files the letters in faculty employment folders.

7. *Provides phone coverage for the facility and relays messages in a timely fashion.

8. Prepares documents for administrators and faculty as needed.

9. Sorts and routes department mail.

10. Monitors office machinery and arranges for repairs as needed.

11. Maintains and inventories contents of employee folders.

12. *Inventories, orders and coordinates office supply purchases and deliveries with appropriate departments and supply personnel.

13. Processes required background checks for students on an ongoing basis.

14. Coordinates weekly grocery orders for students in collaboration with the VP of Student Affairs.

15. Coordinates requests for facility maintenance/building upkeep, contacting appropriate departments for handling requests.

16. Assists with welcoming new employees including facilitating phone set-up, ordering keys, ordering office name plates, ordering business cards, having offices cleaned, etc.

17. Communicates and cooperates with all levels of personnel, faculty, Medical Center staff, and auxiliary and ancillary departments.

18. Provides support to college financial services departments with entering financial information into student information system and accepting tuition and fee payments from students.

19. Assists in organizing, set-up and tear-down for college events.

20. Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.

21. Participates in meetings, committees and department projects as assigned including serving as Secretary for the Safety Committee.

22. Performs other related projects and duties as assigned.

(Essential Job functions are marked with an asterisk "*". Refer to the Job Description Guide for the definition of essential and non-essential job functions.) Attach Addendum for positions with slightly different roles or work-specific differences as needed.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Knowledge of general office procedures and standard clerical techniques.

2. Knowledge of computer hardware equipment and software applications relevant to work functions.

3. Ability to evaluate work demands and delegate work tasks to others for timely completion.

4. Ability to exercise courtesy, tact, and professionalism in receiving office callers and visitors.

5. Ability to perform basic mathematical computations.

6. Ability to organize and maintain filing systems.

7. Ability to prioritize work demands and work with minimal supervision.

8. Ability to maintain confidentiality relative to sensitive information.

9. Ability to compose correspondence, memorandums, and routine letters.

10. Ability to communicate effectively both verbally and in writing in the English language.

11. Ability to organize and prioritize work efficiently and under timed or demanding conditions.

12. Ability to maintain accurate logs and reports.

13. Ability to establish and maintain effective working relationships with all levels of personnel, students and the public.

14. Ability to maintain regular and punctual attendance

EDUCATION AND EXPERIENCE:

High school diploma or equivalency required. Minimum two (2) years of experience in an administrative support role required.