Office Manager & Executive Assistant to Dean, School of Health Professions

SUNY Downstate Health Sciences University•Brooklyn, NY

About The Position

The Dean's Office in the School of Health Professions at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Assistant / Office Manager & Executive Assistant to Dean. The successful candidate will: Provide administrative support and customer service to the School of Health Professions (SOHP) Dean's Office, all 8-programs within the school, faculty and students. Serve as the liaison between Dean, Associate Deans, Assistant Deans, SOHP Program Chairs, support staff, various departments within SUNY Downstate and other organizations and vendors. Provide administrative, computer and technical support to the Dean's Office and as needed to the various programs within the SOHP. Manage and maintain the calendar for the Dean and occasionally the two Associate Deans. Manage and maintain social media accounts, application decisions, academic standing documents and the school's committee assignments among other important documents. Draft academic standing letters to current students and other documents as needed for the Dean's review and approval. Assist the Assistant Dean with course evaluations. Ensure procurement of needed office and teaching supplies for the Dean's Office staff, faculty and SOHP programs as needed. Assist with procurement card expenditure reconciliation. Build and maintain relationships with the various offices/departments and schools/colleges at Downstate, staff, external partners, and the community in order to successfully carry out the day-to-day operations. Assist with and manage information for faculty and staff confidentially and discreetly. Manage the archive files of all 8 continuing education programs including but not limited to student records and program-specific documents such as exams and other course material, in order to create transcripts for past students and verify completion of the certificate programs. Serve on committees to plan and support special events for the school and the Downstate campus which include the Committee on Admissions and Academic Standing, Commencement Committee and the Strategic Marketing Team. Support in coordinating and implementing health fairs, inter-professional case study, Alumni Association, and career networking events. Assist with Accreditation site visits. Support the Affiliations Coordinator in obtaining executed affiliation agreements for the various programs in SOHP. Support with grant preparation and submissions. Other responsibilities are based on the needs of the School of Health Professions and the Downstate campus. All responsibilities are carried out with minimal supervision.

Requirements

Bachelor's Degree.
2+ years of experience working in an academic setting.
Excellent communication and organizational skills.
Advanced skills in MS Office Suite and web conferencing tools.
Or, a satisfactory equivalent combination of experience, education and training to the above.

Responsibilities

Provide administrative support and customer service to the School of Health Professions (SOHP) Dean's Office, all 8-programs within the school, faculty and students.
Serve as the liaison between Dean, Associate Deans, Assistant Deans, SOHP Program Chairs, support staff, various departments within SUNY Downstate and other organizations and vendors.
Provide administrative, computer and technical support to the Dean's Office and as needed to the various programs within the SOHP.
Manage and maintain the calendar for the Dean and occasionally the two Associate Deans.
Manage and maintain social media accounts, application decisions, academic standing documents and the school's committee assignments among other important documents.
Draft academic standing letters to current students and other documents as needed for the Dean's review and approval.
Assist the Assistant Dean with course evaluations.
Ensure procurement of needed office and teaching supplies for the Dean's Office staff, faculty and SOHP programs as needed.
Assist with procurement card expenditure reconciliation.
Build and maintain relationships with the various offices/departments and schools/colleges at Downstate, staff, external partners, and the community in order to successfully carry out the day-to-day operations.
Assist with and manage information for faculty and staff confidentially and discreetly.
Manage the archive files of all 8 continuing education programs including but not limited to student records and program-specific documents such as exams and other course material, in order to create transcripts for past students and verify completion of the certificate programs.
Serve on committees to plan and support special events for the school and the Downstate campus which include the Committee on Admissions and Academic Standing, Commencement Committee and the Strategic Marketing Team.
Support in coordinating and implementing health fairs, inter-professional case study, Alumni Association, and career networking events.
Assist with Accreditation site visits.
Support the Affiliations Coordinator in obtaining executed affiliation agreements for the various programs in SOHP.
Support with grant preparation and submissions.
Other responsibilities are based on the needs of the School of Health Professions and the Downstate campus.
All responsibilities are carried out with minimal supervision.