Health Sciences Administrative Assistant - Office & Admin Special Senior

Saint Paul College • Saint Paul, MN

36d • Hybrid

About The Position

This position exists to provide high-level administrative support to a large, complex college academic division and provides support to the dean and faculty in this department. This position is responsible for managing complex administrative activities including managing faculty and classroom schedules with the curriculum management system; budget development and maintenance; and providing detailed information and assistance to the department(s) students. This position serves as the office manager for the Health Sciences division and is responsible for communication to the entire division serving students, faculty and the deans. This position will also provide administrative support to all of the Advisory Committee meetings for the division. All employees of Saint Paul College are responsible for promoting a culture that supports diversity and inclusion in all forms as well as providing excellent customer service continuously to all internal and external contacts.

Requirements

• Strong written communication skills sufficient to write, prepare, and edit materials such as memos, procedures, reports, presentations, etc., using correct spelling, punctuation, grammar, and sentence construction and clearly explaining complex technical ideas and procedures to varied technical and non-technical audiences.
• Extensive knowledge of spreadsheet and database software to manage downloaded information from various sources.
• Ability to speak, read, understand, and respond to written and spoken communication with customers; file and retrieve information based on content, using alphabetical filing practices; actively listen to and understand customer needs and provide accurate information and appropriate alternatives in a timely, thorough, courteous, respectful, and professional manner in person, over the phone and in writing.
• Accounting/budgeting/expense reporting sufficient to reconcile differences between invoices, receipts and purchase orders.
• Demonstrated experience and high aptitude in using technology, including office productivity applications (MS Office, enterprise calendar and e-mail, file sharing and document collaboration) and presentation/meeting technology such as PowerPoint, videoconferencing, teleconferencing.
• Math (arithmetic) sufficient to add, subtract, multiply and divide whole numbers, fractions, and decimals, calculate percentages, and use simple formulas.
• Applicant must be authorized to work for any employer in the United States. We are unable to sponsorship or take over sponsorship of employment visa at our institution. The successful candidate under U.S. Citizenship and Immigration Services regulations must be able to accept work in the U.S. by the day employment begins.

Nice To Haves

• Three years of experience as an administrative assistant in an academic setting
• Proficiency with advanced features of Microsoft Office Suite (Word, PowerPoint, Access and Excel).
• Knowledge of the college’s mission and strategic plan
• Thorough knowledge of ISRS (Integrated Student Reporting System) and ImageNow is imperative for troubleshooting and resolving issues
• Previous experience with meeting and event planning
• Familiarity with Minnesota State accounting procedures
• Demonstrated ability to work independently and take the initiative to do a job without regular help and advice from others
• Ability to multi-task in a fast paced, high-volume environment
• Ability to handle detailed information and 100% follow-through on those details
• Ability to make decisions on student records processing based on the functions of ISRS and college policies
• Demonstrated commitment to diversity and affirmative action principles.
• Knowledge of office practices and equipment is sufficient to develop and improve work procedures and forms.

Responsibilities

• Provide high level administrative support to the Dean of the Health Sciences Division.
• Manage department’s Curriculum Management System.
• Serve as office manager for a large, complex academic department(s).
• Provide lead work to work study students.
• Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.

Benefits

• Low-cost medical and dental insurance with affordable deductibles
• Employer-paid life insurance
• Short- and long-term disability
• Pre-tax healthcare and dependent care accounts with a roll-over option
• Confidential Employee Assistance Program (EAP) for mental health, legal, and financial counseling
• 12 paid holidays
• Generous vacation and sick time
• Six weeks of Paid Parental Leave
• Pension Plan
• 457(b) and 403(b) retirement accounts
• Various investment options
• Professional development
• Tuition waivers for both you and your dependents

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed