Administrative Assistant III

Adelphi University • Village of Garden City, NY

13d • Hybrid

About The Position

Provide high-level administrative and clerical support to Chairs, Directors, Faculty, and the Office Manager in the Graduate and Doctoral Nursing programs. Also provides back-up clerical support for the CNPH Dean’s Suite and supplemental Technology support to CNPH staff. Assists students with inquiries, problems, and general CNPH and University policies and procedures. Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits including tuition remission for the employee, spouse and dependent children.

Requirements

• Advanced computer skills for using Windows, Microsoft Word, Excel, CLASS, Data360, Degree Audit, eSAAS, Moodle, Navigate, SAAS, SLATE, Gmail/Google Calendar and Google Suites (docs, forms and sheets).
• Ability to prioritize workload according to volume, urgency, etc.
• Good organization skills and attention to detail.
• Good interpersonal skills.
• Ability to handle multiple tasks effectively and accurately.
• Ability to be discrete and maintain high confidentiality on a wide range of issues.
• Good verbal and writing skills.
• Knowledge of University policies and procedures.
• Ability to work with students and colleagues in a diverse environment.
• Ability to problem-solve issues.
• Must be dependable and able to meet deadlines.
• Self-Motivated and able to work independently or in a team.

Responsibilities

• Prepare and print materials such as agendas, add/drop forms, graduation clearance forms, change of grades, petition forms, etc.
• Responsible for scheduling, composing agenda and minute taking for assigned internal committee several times a year.
• Responsible for administrative support to Graduate and Doctoral Nursing Program Directors, Chairs, Associate Dean and Practicum Coordinator for the college.
• Responsible to prepare, add and adjust CNPH Graduate and Doctoral course offerings (Master Schedule) each semester into eSAAS.
• Works closely with the OneStop on room assignments for semester course offerings.
• Responsible for data entry of all full time faculty course work in SAAS.
• Assist and review Graduate and Doctoral students’ Degree Audit alongside faculty.
• Assist with Low Enrollment Report for Provost’s Office.
• Oversees and maintains academic advisor assignee for Graduate and Doctoral students.
• Manage daily correspondences, ensuring all inquiries receive timely and professional responses.
• Proofread and edit documents for accuracy, formatting and completeness.
• Use office software packages such as Google Suite, Word, Excel and PowerPoint in document preparation, file maintenance and report generation.
• Create and/or maintain filing systems.
• Maintain departmental records; keep separate confidential records when instructed.
• Retrieve, format and update data; compile and merge data from various media and sources.
• Prepare charts, graphs, or tables for presentations, reports, and/or interoffice communications.
• Maintain financial and/or student records and databases, and update them daily or as necessary.
• Responsible for assisting with Academic Audit for students in the Graduate and Doctoral programs.
• Provide information, as directed, to faculty, students, employees, and the general public.
• Interact with students, staff and administrators throughout the University to resolve problems.
• Respond to routine inquiries regarding departmental matters.
• Answer telephone calls; screen incoming calls and forwards/refers calls; assist in maintaining up-to-date mailing and telephone directories.
• Provide professional receptionist services; schedule appointments; maintain calendars; refer students, faculty, employees and general public to proper areas or persons.
• Furnish information on the department’s rules and regulations, when authorized.
• Assist with arrangements for special events, such as conferences, seminars, guest lectures, fairs, community or fundraising events. Support responsibilities may involve reservation of rooms, travel arrangements, catering services, informing the relevant departments/units, preparation and dissemination of materials, etc.
• Perform administrative assistant/support services related to faculty and staff searches, student assignments, and conferences and meetings.
• Assist in training new employees in various office duties/use of office equipment.
• Communicate with other academic or administrative departments or outside agencies to expedite the processing of paperwork and departmental tasks or answer inquiries.
• Prepare routine reports, including drafts, using information received from various sources.
• Assist supervisors in specialized office functions.
• Provide back-up for preparation of Academic Audit.
• Make travel arrangements for interviewees, employees and university guests.
• Receive and distribute mail/deliveries for the unit/department/college.
• Prepare the department/unit/college mailings within the department or coordinating with outside vendors, arranging special mail services when authorized.
• Duplicate, collate, distribute materials and confer with mailroom personnel as needed.
• Assist in preparing and distributing materials such as recruitment documents.
• Assist in registration activities within the department or as assigned; when authorized, process drop/add and over tally requests for course registration.
• Perform routine upkeep of office equipment, e.g., photocopier, computer terminals, printers, fax machines.
• May serve on committees when authorized.
• Assist with cross training of new administrative assistants.
• Will be responsible for backing up other CNPH staff members as needed.
• Perform other job-related duties as assigned.

Benefits

• Tuition remission for the employee, spouse and dependent children.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level