Senior Administrative Assistant

Description:

• Maintain calendars, schedule appointments/meetings and other calendar functions.
• Ensure that Associate Deans are informed of meetings and appointments making certain that work is prepared in advance of these activities and required materials have been assembled.
• Coordinate workflow to ensure the smooth operation of each Associate Dean's portfolio.
• Coordinate meetings including booking and setting up rooms and refreshment, preparing agendas and minutes and following up on action items.
• Coordinate each Associate Dean's travel arrangements and other instructors that may be travelling with Associate Deans.
• Assist with communications (emails, letters, brochures, and posters) and prepare and edit presentations and reports.
• Oversee multiple confidential documents including Unit Review, NEPAC, CASN, CRNA, faculty and student evaluations, budget information and workload assignment documents.
• Enter, process, and reconcile expense claims.
• Assist with the administration of each Associate Dean's research portfolio. This may include booking and reconciling travel for researchers, and preparing and disseminating documentation, etc.
• Perform administration related to each of the Associate Dean's teaching requirements.
• Screen requests and provide information and guidance to faculty, staff, students, and internal/external stakeholders.
• Maintain awareness of upcoming events and internal/external meetings related to the faculty.
• Coordinate and administer the Universal Student Rating Instrument (USRI) process.
• Function as the SharePoint Administrator for the Undergraduate Program providing instructor support and hands on maintenance of curricular documents as needed.
• Administering program evaluation surveys.
• Develop and maintain the Undergraduate Curriculum database.
• Assist with the management of the Undergraduate operating budget.
• Ensure undergraduate P-card and T&E card is reconciled.

Qualifications / Requirements:

• College diploma in Administration or Business preferred.
• A minimum of seven (7) years of administrative experience in a university setting with at least five (5) years at a senior administrative level supporting multiple individuals.
• Ability to relationship build to meet the administrative requests of others and develop strong positive working relationships is essential.
• High level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Access), Adobe Acrobat, Publisher, Teams, SharePoint, and Outlook is essential.
• Experience working with web-based systems and the ability to update and maintain web-based systems is required.
• Advanced communication, interpersonal, and customer service skills are critical.
• Highly developed problem solving and analytical skills with proven ability to adapt quickly to changing priorities in an effective manner is critical.
• Demonstrated ability to work independently and in a team environment, with the ability to initiate tasks and determine priorities and deadlines is required.
• High degree of judgment, discretion, ethics, and professionalism is required.
• Knowledge of the University's culture, policies, and practices is required.
• Previous experience in PeopleSoft or other Enterprise Resource Planning (ERP) program is considered an asset.