Administrative Assistant, Associate Dean of CHPW

Department of Human Resources • Jacksonville, AL

4d

About The Position

The Administrative Assistant in the Associate Dean’s Office is a highly responsible, varied, and complex position requiring independent judgment and action, including making frequent decisions in accordance with departmental policies and practices. Primary emphasis is placed upon relieving an administrative superior of operational details such as the conduct of considerable correspondence. The administrative assistant often develops and refines their own work routine and is expected to carry assignments through to completion with only unusually important or complicated tasks reviewed in detail. The administrative assistant may make decisions in the absence of established precedents when not practical to refer to a supervisor. Some clerical work could be necessary.

Requirements

• High School diploma or equivalent, and three (3) years equivalent experience in clerical or administrative support
• Cover Letter
• Resume

Responsibilities

• Assists supervisor with such administrative details as arranging itineraries, agendas, or making telephone contacts; composes minutes; maintains appointment calendar for supervisor; arranges meetings and conferences under general direction.
• Checks forms and correspondence for accuracy of spelling, punctuations, grammar, spacing, neatness, or general appearance.
• Assists supervisor in the compilation and coordination of data for outcomes and reports, utilizing some degree of research and statistical ability; prepares the data in narrative form subject to review by supervisor.
• Receives, sorts according to content, and distribute mails, making final decision as to which letters can be answered independently.
• Organizes correspondence requiring attention of supervisor; composes correspondence, with direction and review from superior, requiring judgment, originality and tact; may sign supervisor’s name to correspondence; generates requisitions and similar papers of routine nature, as directed.
• Under general guidelines, may set up, supervise and/or maintain files and records of a complex nature.
• Acts as office receptionist; receives, screens and routes visitors and telephone calls based on information gathered orally.
• Assumes responsibility for maintaining necessary inventory of office supplies, materials, and maintenance contracts for equipment.
• Maintains School schedules and catalog changes, student grades and classes, and Faculty Survival Toolkit in Canvas.
• Assists Associate Dean with Risk Intervention for Strategic Enhancement program with registration, student file maintenance, and grade reporting, admission and progression agenda, and student correspondence.
• Assists Coordinator of Undergraduate Nursing Programs with advisement, registration, and student orientation.
• Oversees additions and updates to the School’s policies and procedures manual.
• Assists Associate Dean with initiation and implementation of annual, overload, and summer faculty contracts.
• Assists Associate Dean with management of multiple budgets, including the professional nursing fees, simulation, and nursing budgets.
• Coordinates and directs White Coat Ceremony and Senior Recognition Ceremony with assistance from Student Alumni Committee.
• Performs other duties as assigned.

Benefits

• Retirement Plans
• Alabama Teacher’s Retirement System (TRS)
• RSA-1 Deferred Compensation
• 403-B Retirement Annuity (TIAA)
• Health Insurance
• Medical (PEEHIP)
• Optional plans: vision, dental, flexible spending plan, dependent care, cancer, and hospital indemnity
• Long-term disability and life insurance
• Tuition assistance
• Paid and unpaid leave
• Employee Assistance Program
• Prescription assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED