CHP Dean's Office Assistant
Job Title: CHP Dean's Office Assistant
Classification: C4
Department: College of Health Professions (CHP) Dean's Office
Updated: November 2024
Job Summary
Provide administrative and confidential clerical support for the CHP Dean’s Office which includes planning, coordinating, implementation of projects, events, and dedicated services.
Essential Functions
- Provide assistance and support with managing the dean’s office calendars; schedule and coordinate special projects for the dean and associate deans as needed, including keeping track of associate dean vacation requests.
- Perform administrative work of a confidential nature for the dean and associate deans.
- Coordinate and provide support for specific projects and programs implemented and conducted by the dean’s office, including assisting standing committees with surveys and dissemination of information to CHP faculty and staff.
- Develop, prepare, and/or compose responses to memos and correspondence requiring follow-up, research, judgment, and discretion.
- Routinely write; edit and submit materials for internal/external communications, including submissions for the college newsletter.
- Act with a high degree of independence as liaison with internal/external contacts in preparing programs, updates and other support functions related to the college and dean’s office, including CHP standing committee representatives and election of university-wide CHP committee representatives.
- Assist associate deans, unit heads, faculty, and staff with administrative problems or concerns.
- Assist with annual review and personnel actions, including implementing the effective administration and distribution of the unit head evaluations and subsequent reappointments.
- Coordinate agenda and schedule presenters for health campus fall start-up and college-wide meetings; perform tasks and provide assistance and support services associated with preparation and arrangements for meetings, conferences, exhibits, and town halls; and assist both internal and external guests with meeting attendance arrangements.
- Laison with IT to collect student Adobe Cloud needs by semester from faculty.
- Manage and maintain the College of Health Professions website and monitor and assist other units as backup to maintain accuracy and consistency with college-wide websites.
- Disseminate information that may require explanation, interpretation, and implementation of established university and college-wide policies and procedures for units and programs, including keeping faculty manual and website faculty resources updated with current and relevant information.
- Create and maintain database of contacts for the college, including master data collection, Outlook contact lists, Blackboard organizations and Faculty/Staff distribution list, and EMMA database for community and university-wide communication.
- Process instructor identification reports.
- Laison with the provost’s office to manage office space for the college by keeping track of faculty staff needs, space requirements, and accurate log of current space use.
- Act as a liaison for the college to other university offices.
- Perform other duties as required/assigned by leadership.
Non-Essential Functions
- Backup to Administrative Assistant.
- Backup signature authority.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree.
- Higher education experience.
- Supervisory experience.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.