Administrative Assistant III - SPAHP Dean's Office

Creighton University•Omaha, NE

About The Position

The Administrative Assistant III position performs complex, advanced, diversified, and confidential administrative duties for senior leadership in the School of Pharmacy and Health Professions within the Dean’s Suite. This role performs high-level coordination, complex scheduling, confidential data management, and project support. Responsibilities include budget tracking, compiling data and creating financial reports, processing payments, managing contract approval routing, managing office supplies, and P-Card processing. This position will answer and direct incoming calls and emails, greet and assist visitors, draft and prepare a variety of documents, schedule meetings, organize and maintain paper and electronic files, make travel arrangements, take minutes, and provide general office support. The Administrative Assistant will provide support with the Dean’s newsletters. This role will also provide general support to other SPAHP areas, as needed, to include assisting with continuing education courses and data and information management. This position will collaborate with the Executive Assistant to support the Dean. Other duties as assigned.

Requirements

High school diploma or equivalent required.
6 years' administrative and/or office management experience.
Advanced proficiency in Microsoft Office Suite to include Word, Excel, PowerPoint, and Outlook.
Skilled in virtual collaboration platforms, including Zoom and Microsoft Teams, for effective remote communication across multiple campuses and locations.
High attention to detail, discretion, and ability to work independently.
Ability to communicate effectively (verbal and written).
Excellent customer service skills to include the ability to assess inquiries and provide appropriate information or resolution using judgment and available resources.
Proven ability to maintain confidentiality.
Ability to coordinate and prioritize work with multiple and conflicting demands in a deadline-oriented environment.
Ability to be collaborative and work in a team environment.
Demonstrated professionalism.
Must be dependable/accountable.
Excellent organizational and time management skills
Able to work with people at all levels.
Must be a self starter and able to complete tasks on their own with little or no supervision.

Nice To Haves

Associate or Bachelor’s degree preferred.
Experience in a senior administrative or executive assistant role preferred.
Some finance/accounting experience preferred.

Responsibilities

Maintain continual front desk/phone coverage.
Greet visitors to the Dean’s Office and provide assistance as needed.
Perform general office duties for the Dean’s Office.
Facilitate virtual meetings for 30+ attendees using Zoom or Microsoft Teams, leveraging breakout rooms, polling, screen sharing, and other features.
Coordinate Facility workorders and other requests for University support.
Manage complex calendars for Senior Associate Dean and Assistant Dean for Business Affairs.
Schedule multi-time zone meeting, including room reservations and/or zoom for the Dean, Senior Associate Dean, Assistant Dean for Business Affairs, and Senior Manager.
Schedule faculty meetings for three programs (Pharmacy, Physical Therapy, and Occupational Therapy), All School meetings with Dean, the JEDI Committee, and special meetings and take minutes.
Coordinates and tracks SPAHP contracts, MOU’s, assists with grants and startup funds tracking for faculty research.
Prepares financial reports, as needed, coordinates and distributes Banner reports to budget managers.
Recommends budget allocation for Senior Associate Dean.
Tracks expenses and conducts budget reconciliations.
Manages databases and maintains records with a high degree of accuracy.
Mail Merge Donor letters for Dean’s signature.
Assists in special projects for the Dean, Senior Associate Dean, Assistant Dean for Business Affairs, Finance Manager and Senior Manager.
Provide administrative support for the Dean’s newsletter.
Maintains ServeList for staff and standing committees.
Orders office supplies and equipment for the Dean’s Office and assists with ordering for SPAHP programs.
Coordinates travel for Dean’s Office as requested.
Manages Christmas Card lists, order condolence flowers, supports Staff Appreciation Day planning.
Coordinator for continuing education courses including APhA courses (Pharmacy Based Immunization Course) and Pharmacy Resident Grand Rounds.
Assist with accreditation documents and reports as needed.
Supervise student worker.