Administrative Assistant

Adler University•Chicago, IL

1d•$50,000 - $55,000•Onsite

About The Position

The Administrative Assistant will perform diverse administrative, support and clerical duties and assist in coordinating related activities in the Clinical Psychology department. These functions will require confidentiality, initiative, and sound decision-making. This individual will rely on excellent organizational skills and the ability to effectively handle multiple priorities. Possess the ability to adapt procedures, processes, and techniques to the completion of the assignments and in line with the department’s activities and goals. Additionally, this position will exercise independent judgment, escalating serious or unique problems to higher levels. The Administrative Assistant leverages industry knowledge and best practices to promote the mission and vision of the Psy.D department and the institution. Supports culture development and management efforts.

Requirements

High school Diploma or equivalent is required
Intermediate level computer skills, must be proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook)
Excellent time management and organization skills and ability to prioritize and take initiative to accommodate work flow
Ability to work independently and as a member of a team
Must be professional, discreet in manner in maintaining confidentiality and able to exercise discretion
Ability to work in a high stress and fast paced environment
Excellent interpersonal skills required, with the ability to interact with all customer groups – staff, faculty, visitors, Board of Trustee members, and the community at large
Must be able to meet deadlines and handle multiple priorities
Must possess excellent verbal and written communications skills to include ability to effectively handle complex questions and issues independently
Strong business sense, and professionalism to communicate with all levels of management and staff
Flexible and cooperative in working on team efforts with attention to detail
Ability to adapt procedures, processes and techniques to the completion of assignments
Accurate typing and data entry skills
Ability to come to work promptly and regularly
Ability to concentrate and perform accurately
Ability to take direction and react to change productively and to handle other tasks as assigned

Nice To Haves

Associates Degree, Bachelor’s Degree or some college courses in business administration or a related field is preferred.
Five (5) years of successful administrative experience providing support to executive management is preferred.

Responsibilities

Maintains positive and professional student, faculty and staff relationships
Provides administrative support including but not limited to answering calls and routing to appropriate staff/faculty, calendar scheduling and management, materials preparation, and dissemination
Supports Program Manager with general operational tasks
Creates, monitors and maintains up-to-date student lists
Develops and maintains databases to accurately track student milestone data and outcomes
Generates and runs reports to confirm Alumni and student eligibility for Licensure Exam prep kits in advance of order fulfillment, prepare and submit invoices for payment
Gathers data required for completion of APA Annual Report Online
Assists in developing and maintaining digitized filing systems
Manages logistics of student and faculty meetings; reserve rooms, send invitations, set reminders of upcoming appointments, transcribe, and prepare meeting minutes
Actively participates in Program and University events including Commencement ceremony
Manages communication of information to students around Program related events and activities
Provides exam proctoring assistance
Prepares invoices and purchase order requests