Administrative Assistant, Office of the Dean

Touro College•New York, NY

61d

About The Position

The Administrative Assistant performs a wide range of administrative support functions for the Office of the Dean and the Academic Deans at the Touro College of Pharmacy (TCOP). This position reports to the Dean, with a dotted line to the Dean of Curriculum, and the Assistant Director for Administration.

Requirements

Bachelor's degree preferred.
One or more years of administrative experience preferred.
Proficient with Microsoft Office Suite including Word, Excel, PowerPoint, Access, Publisher, Visio, and Outlook.
Ability to maintain a high level of confidentiality.
Strong interpersonal skills and ability to communicate effectively.
Excellent written and oral communication skills.
Ability to prioritize tasks and multi-task.
Strong analytical and organizational skills.

Responsibilities

Provide front office support to students, faculty, staff and external visitors while maintaining professionalism.
Maintain organized and efficient filing/record keeping systems, both physically and electronically, as necessary.
Draft correspondence to a wide range of individuals and organizations for the Dean signature.
Perform a full range of secretarial tasks for the Dean:
Type, proof and edit correspondence, reports, presentations and other materials as requested;
Answer and screen incoming phone calls and greet visitors; respond to general inquiries, relay messages, and refer matters to appropriate personnel/offices.
Photocopy, collate and distribute a variety of written materials.
Help prepare PowerPoint presentations for lectures, and Excel documents for reports.
Open and review incoming mail and distribute accordingly to the dean and appropriate parties, flagging important documents and deadlines. Handle outgoing mail in a timely manner.
Copy and distribute select documents (i.e. flyer announcements, student handouts, etc.) as necessary.
Types and posts flyer announcements; stocks various handouts for student and staff usage
Schedule appointments, coordinate travel arrangements, and reconcile travel expenses for the Dean.
Facilitate meetings and group visits.
Coordinate a variety of special events sponsored by the Deans office including, preparing purchase orders, managing budgets, ordering supplies, preparing invitation lists, coordinating printing, and serving as a liaison with food service, caterers, outside facilities, and various involved departments.
Keep abreast of current TCOP policies and procedures to support a wide range of inquiries.
Informally represent the Dean to various internal constituencies, referring unusual problems or issues directly to the Dean as appropriate.
Perform other duties as required.