Senior Administrative Assistant, Department of Allied Health

Fort Hays State University•Hays, KS

1d•Onsite

About The Position

This position involves administrative and general office support duties along with specialized tasks and provides support to the departmental chair and faculty. Duties will include communication, accounting and bookkeeping, assistance with personnel processes, data management, and public relations assignments. Will utilize standard office tools and technology and supervise and provide leadership to student employees. A successful candidate will be well organized, detail oriented; can work independently and in a team environment; have strong oral communication skills and a commitment to excellent customer service.

Requirements

High School diploma or GED equivalency and one year of office experience or one year of post-secondary education.
Strong oral communication skills
Commitment to excellent customer service
Well organized
Detail oriented
Can work independently and in a team environment

Nice To Haves

Bachelor’s degree
Office experience beyond one year
Strong written skills
Supervisory experience
Demonstrated ability to use and be proficient with Microsoft Office suite as demonstrated by the application documents (Outlook, Word, Excel, Access, PowerPoint)

Responsibilities

The Senior Administrative Assistant is the primary contact person for students, faculty, and staff who come into the office, email, or telephone the office for information.
Screen and transfer calls as necessary, take messages for the chair and department faculty, and direct inquiries to appropriate individuals and offices.
Maintains Chair’s calendar and sends reminders of meetings and appointments.
Uses Outlook and other communication and scheduling tools to assist in the planning, coordination, and scheduling of meetings for the Chair.
Records minutes for department meetings.
Prepares, proofs, and edits correspondence, spreadsheets, and other documents, including departmental correspondence, newsletter, publications, reports, and recruitment materials.
Reconciles department accounts every month and provides monthly account activity and balance reports to chair.
Reviews purchase orders, vouchers, bills, and forms to approve merchandise and/or reimbursements or to make payment for goods and services.
Makes travel and lodging arrangements, reimbursement for faculty travel, and candidate interview travel.
Organizes and maintains digital and paper files and records with primary responsibility for maintaining the security and confidentiality of all department files.
Maintains inventory and orders office supplies and equipment as needed.
Coordinates the maintenance of office equipment.
Assists department chair with schedules for on-campus and on-line classes adhering to FHSU deadlines.
Interviews, selects, coordinates, supervises, evaluates, and mentors student employees.
Sets work schedules of student workers in consultation with chair each semester; establishes priorities and delegates work assignments and reviews completed work of student employees for accuracy.
Designs and assists in the preparation of publications and reports for distribution.
Maintains existing web and social media sites.
Assists the department’s directors/coordinators of the Medical Diagnostic Imaging, Diagnostic Medical Sonography, Radiologic Technology, and Diagnostic Cardiac Sonography programs by managing applications and correspondence, keeping track of committees, and maintaining files and records.
Other duties as assigned by the department chair.