Administrative Assistant

University of Charleston

Nov 8

Job
Full-time
Mid Level
People, HR & Administration
Healthcare
South Charleston

AI generated summary

You should have a degree, 3 years' experience, MS Office proficiency, strong organizational skills, confidentiality awareness, teamwork ability, and a good work ethic in a fast-paced environment.
You will handle visitor greetings, manage calls, maintain files, coordinate travel, organize meetings, process expenses, assist with accreditation, and support faculty/staff as needed.

Requirements

Associate or Bachelor's degree is preferred. A minimum of 3 years of experience working in a high-volume, busy work environment is highly desired.
Proficient use of MS Office products (Word, Access, and Excel), Internet computing skills are required, minimum typing speed of 40 wpm,
Excellent organizational skills, detail-oriented, and the ability to multi-task are a must.
Maintain confidentiality and follow Family Educational Rights and Privacy Act (FERPA) guidelines which include but not limited to access to sensitive and confidential student information. Desired applicant should have a good understanding of accreditation standards and procedures for both programs.
Must have a good understanding of accreditation standards and procedures for both programs.
Applicant must be dependable with excellent attendance while demonstrating a good work ethic, be willing to work cooperatively in a team environment, exhibit enthusiasm about working in a collaborative environment, customer service orientated, be able to excel in a high-volume environment and adapt to a developing environment.
In addition, the applicant must have the ability to set priorities, take initiative and work with minimal direction, and exhibit the ability to maintain high professional standards.

Responsibilities

Greet visitors, establish nature of business, and directs visitors to the appropriate person.
Answer telephones efficiently in a professional and courteous manner. Provide information to callers and/or route to the appropriate individual, or take messages, etc. as directed. Retrieve and act on voicemail messages.
Monitor, set up and maintain files for the Rad-Tech and OTA programs, within the School of Health Sciences. Maintains databases of student contact information and online calendar.
Organize, coordinate, and schedule complex activities such as faculty/staff travel arrangements including itineraries, briefing materials, appointments, and arrangements for conferences and lodging. Follow-up and track purchase orders or expense reports involved.
Perform desktop publishing duties by creating and developing visual presentations. Design and draft general correspondences, memos, charts, tables, graphs, signs, etc. Proofread copy for spelling, grammar, and layout, and makes appropriate changes. Merges documents and sends thank you notes as appropriate.
Edit documents, drafts, and related correspondence for faculty/staff.
Serve as a recording secretary for assigned committee meetings. Ensure that all participants have a meeting agenda and remind attendees of meeting schedules. Attend meetings, take, transcribe, and distribute minutes.
Arrange meetings and special events (graduation, receptions, etc.) as needed by reserving meeting space, arranging food service (as needed), and working with the Facilities for room set-up (as needed). Order regalia for academic occasions.
Process expenses; submit purchase orders, etc. to the office of the Dean of Health Science. Maintain hardcopy and electronic bookkeeping spreadsheet records for all program budget purchase orders, expense reports, timesheets, etc.
Deliver outgoing mail and pick up incoming mail in the morning and the afternoon. Open the mail, date stamp, and route mail to appropriate personnel.
Work closely with departmental administrators to facilitate orientation and training of new faculty and staff.
Assist with updating the JRCERT Portal as needed.
Assist with maintaining Clinical Timesheets, ARRT Competencies, and Clinical Grade Spreadsheets as needed.
Assist staff/faculty in the preparation of self-study reports, accreditation, site visits, etc., as directed.
As needed, assist with the data collection and reporting as required for accreditation assessment and reports.
Perform other duties as may be assigned.

FAQs

What is the application deadline for this position?

Applications will be accepted until the position is filled.

What type of degree is preferred for this Administrative Assistant position?

An Associate or Bachelor's degree is preferred.

How many years of experience are required for this role?

A minimum of 3 years of experience working in a high-volume, busy work environment is highly desired.

What software skills are required for applicants?

Proficient use of MS Office products (Word, Access, and Excel) and Internet computing skills are required.

What is the minimum typing speed expected for this position?

A minimum typing speed of 40 wpm is required.

Is the position full-time or part-time?

The job description does not specify, but it implies a full-time role given the responsibilities and requirements.

Will occasional travel be required for this position?

Yes, occasional travel to the Charleston campus is required as needed.

What kind of environment should applicants expect to work in?

Applicants should expect a high-volume, busy work environment that requires the ability to multitask and adapt to a developing environment.

What are the essential responsibilities of the Administrative Assistant?

Essential responsibilities include greeting visitors, answering phones, maintaining files, organizing meetings, performing desktop publishing, transcribing meeting minutes, and processing expenses, among other tasks.

What is expected regarding confidentiality in this role?

The applicant must maintain confidentiality and follow Family Educational Rights and Privacy Act (FERPA) guidelines regarding access to sensitive and confidential student information.

University of Charleston

Preparing students for a life of productive work, enlightened living, and community involvement.

Education

Industry

201-500

Employees

Mission & Purpose

Only a select number of colleges in the country offer a curriculum like UC - encouraging independent thought, creativity, critical thinking, ethical practice, and more. From an emphasis on community service to many options for learning outside the classroom, UC offers a college experience like no other school. The University of Charleston is an independent, co-educational, residential university, with the main campus in the state capital of West Virginia, Charleston. UC is one of twelve colleges chosen as a model for the First-Year-Experience and is nationally recognized for its outcomes-based curriculum. UC embeds critical thinking, communication, citizenship, creativity/innovation, ethical practice and inquiry into courses in each major, providing students the foundation to think, act and develop skills that are necessary to thrive in the workplace and in the future. UC's mission is to educate students for a life of productive work, enlightened living and community involvement. Consider UC for your education destination.