CPHS Administrative Assistant 2 - 998299

Drake University•Winnipeg, MB

4d•Onsite

About The Position

The Drake University College of Pharmacy and Health Sciences is seeking a highly organized administrative assistant for a multi-faceted position. This role involves working with college administrators, faculty, staff, and students, supervising student employees, facilitating room scheduling, managing instructional equipment, and performing other office tasks. The position requires excellent problem-solving, oral and written communication skills, initiative, independent decision-making, and the ability to meet multiple deadlines. A thorough knowledge of College and University policies and procedures is necessary, along with establishing collaborative working relationships.

Requirements

Associate or bachelor’s degree
1-3 years’ work experience
Excellent oral and written communication skills
Proficiency with email, calendars, scheduling appointments and meetings
Ability to operate multi-function printing, scanning and fax machines

Nice To Haves

Higher education experience
Basic accounting skills and budget knowledge
Experience and proficiency using Microsoft Office products (Outlook, Word, Excel, Power Point, TEAMS) and Adobe Acrobat
Supervisory experience
Problem-solving, oral and written communication, project initiative and management, independent decision making, and multi-tasking skills

Responsibilities

Serve as the first level of communication, answering questions from office visitors and current or prospective students.
Assist with scheduling and preparing for prospective student visits.
Provide basic office support including front desk coverage, filtering voicemails and inquiries to appropriate faculty and staff.
Assist with copying, electronic scanning, electronic filing/organization, and maintaining office equipment.
Update and maintain College calendars.
Manage College room reservations.
Assist external visitors with parking requests.
Facilitate ordering of office supplies by sending needs to CPHS Budget Manager for ordering.
Maintain college loaner computers and instructional equipment, ensuring timely and appropriate updates and coordinating reservations.
Manage and disperse College mail and packages.
Assist with hiring and onboarding processes by assisting with scheduling interview itineraries and ordering of business cards, name badges, and office name plates.
Coordinate poster printing for faculty, staff and students for research and educational posters as well as capstone projects.
Serve as a backup for College meetings and minutes if needed.
Assist with college events and special projects as assigned.
Schedule and attend department meetings, disseminate agendas, prepare and distribute meeting minutes, and maintain and archive appropriate departmental records.
Secure room reservations and reserve equipment for faculty as necessary.
Serve as a contact for the College regarding building maintenance including electronics, heating, cooling, office moves, cleaning and other general maintenance and repairs; also including electronic/technology needs and other work orders.
Complete work orders as requested for facilities repair and maintenance.
Attend facility meetings.
In coordination with the CPHS Budget Manager and University Human Resources, utilize online recruiting platform, graphic design tools and digital signage platform to recruit and hire work-study students for the College.
Ensure the work-study training manual is updated annually with accurate job duties and reference materials.
Create semesterly schedules and supervise the workload of student workers.
Assign tasks to student workers as appropriate and approve student worker timecards.
Send College-wide communication and correspondence as necessary.
In coordination with the CPHS Communications Manager, utilize graphic design tools to create posters and maintain and update college digital signage platform.
Perform other duties as assigned.