College of Osteopathic Medicine – Administrative Assistant

D'Youville University • Buffalo, NY

16h • Onsite

About The Position

Provides administrative, budgetary, and software support services to the administrators, faculty and staff of the School of Osteopathic Medicine. Manages administrative operations of the college in relation to day-to-day activities, as well as external committee(s), elected officials and other external constituency responsibilities. Creates and maintains a professional atmosphere in the School of Osteopathic Medicine. Handles correspondence, schedules appointments, assists in School committees, purchases supplies, and maintains the overall budget for the School’s operative budget, projects and endowed scholarship. Creates and manages databases to track and predict budget needs and expenditures. Helps with design, implementation and generation of assessment reports. Processes purchase requisitions and requests for payment, and assists in monitoring department budget and expenditures. Manages the School’s calendar and related needs. May require interaction with facilities, resolving logistical conflicts, and executing event registration. Completes administrative duties to support the schools’ activities including development and maintaining time schedules, project events and office activities, including logistics with internal and external partners. Participates in leadership meetings as needed and aids with projects as assigned. Picks up incoming mail, opens, sorts, and disseminates it. Answers routine inquiries and routes technical inquiries to proper persons. Verifies payment of invoices, coordinates events for outside vendors, and aids in the creation of reports for review, analysis and interpretation. Ensures that all required assessment data is disseminated to pertinent internal and external stakeholders. Assists with projects on an as-needed basis, and other administrative assistant duties as assigned.

Requirements

• Experience in a business or educational setting.
• Management background or equivalent professional history.
• Good communication, written and verbal, and organizational skills.
• Respond in a timely, courteous, and professional manner.
• Excellent skills with MS Office: Access, Excel, Word programs, and other requisite software.
• Ability to make decisions, work under pressure, and meet deadlines independently.
• Maintain professional appearance.
• Responsible and able to problem solve.
• Must be able to multi-task in a fast-paced environment.
• Ability to maintain confidentiality of information and data.
• Demonstrate ability to interact with individuals from different cultures and professional backgrounds.
• Exercise “people skills” verbally and written.

Nice To Haves

• Bachelor’s degree

Responsibilities

• Manages administrative operations of the college in relation to day-to-day activities, as well as external committee(s), elected officials and other external constituency responsibilities.
• Create/maintain professional atmosphere in the School of Osteopathic Medicine.
• Handle correspondence incoming and outgoing.
• Schedule appointments with students, faculty, staff, college personnel, and visitors.
• Assist in School committees including dissemination of information and meeting minutes.
• Purchase supplies for the School of Osteopathic Medicine.
• Maintain the overall budget for the School’s operative budget, projects and endowed scholarship.
• Create/manage databases to track and predict budget needs and expenditures for the School.
• Help with design, implement and generate assessment reports as required by accreditation standards, internal and external stakeholders, and College reports.
• Process purchase requisitions and requests for payment.
• Assist in monitoring department budget and expenditures.
• Manage the School’s calendar and related needs.
• May require interaction with facilities, and resolving logistical conflicts, such as scheduling; as well as, executing the event registration.
• Completes administrative duties to support the schools’ activities including development and maintaining time schedules, project events and office activities, including logistics with internal and external partners.
• Participates in leadership meetings, as needed.
• Aids with projects as assigned.
• Pick up incoming mail, open, sort, and disseminate.
• Answer routine inquiries and route technical inquiries to proper persons.
• Verify payment of invoices.
• Coordinate events for outside vendors.
• Aid in the creation of reports for review, analysis and interpretation for appropriate internal and external stakeholders.
• Ensure that all required assessment data is disseminated to pertinent internal and external stakeholders as mandated by accreditation standards or as required by the University.
• Assist with projects on an as-needed basis, and other administrative assistant duties as assigned.

Benefits

• The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate.

What This Job Offers

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