Administrative Assistant III

The purpose of this position is to provide administrative support to the Dean, faculty, and staff by performing various secretarial and independent office support functions and managing the office’s daily operations. The position also provides support for creating and managing College of Health Professions marketing and communication efforts.

• Serve as secretary, office assistant, and receptionist performing clerical duties such as answering and directing telephone calls, responding to inquiries, sorting mail, ordering office supplies, and performing other clerical duties as required.
• Track the College Dean’s and Nursing program budgets; prepare purchase orders (POs), requests for payment and transfer requests., complete Foundation forms, and monitor Nursing Foundation accounts. Maintain and reconcile budgetary spreadsheets. Submit work orders.
• Maintain the Dean’s calendar, schedule meetings, take meeting minutes for college, college and nursing advisory councils, and nursing program meetings.
• Produce documents requiring the Dean’s signature, forward them to the appropriate office, and maintain file copies.
• Plan and coordinate college special events (including Nursing program ceremonies); arrange catering, prepare invitations, announcements, and thank you notes.
• Create and maintain College of Health Professions social media platforms and ensure the college is active.
• Maintain the College of Health Professions website.
• Identify and create profiles for College of Health Professions students and alumni to promote on all social media, including the website.
• Collaborate with Dean on a college newsletter to disseminate quarterly to students, alumni, academic-practice partners, and supporters.
• Support the Dean in working with the College Advisory Council and the Nursing Leadership Advisory Council.
• Reviews all U.S. and territories nursing licensure requirements and maintains the NC- SARA document published on the UM Academic Affairs website.
• Maintain databases and prepare reports for Dean review and analysis.
• Establish and maintain faculty, adjuncts, and staff personnel files. Gather faculty credentialing documents such as curriculum vitas, professional licensure, certifications each year.
• Review course syllabi to ensure meets the university requirements and file appropriately.
• Assists the Dean with adjunct and summer budgets.
• Assemble course teaching evaluations, duplicate them, and disseminate results to departments.
• Assists the Dean with compilation of required documentation for nursing program accreditation and state regulatory agencies (such as AL Board of Nursing).

Additional Duties

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned. The individual holding this position will serve as a representative of the University and, as such, shall promote a positive impression by demonstrating a collegial and professional customer-service approach at all times.

Knowledge,

Skills and Abilities

• Knowledge of Banner;
• Knowledge of variety of computer software applications, such as Microsoft Word, Excel, Publisher and PowerPoint;
• Knowledge of specialized scheduling software;
• Knowledge of class scheduling;
• Knowledge of social media platforms;
• Ability to reconcile budget;
• Ability or multi-task and work independently;
• Ability to communicate effectively orally and in writing

Education and Experience

The educational requirement for this position is:
High school/ GED

Education substituted for experience? No

This position requires: 2 years related experience; experience with Microsoft Access strongly preferred.

Experience substituted for education? No

Licenses, Certification or Registrations

None

Environmental Working Conditions

Travel Requirements

Number of Vacancies

Desired Start Date

Physical Requirements

The physical activities required for this position involve:

Standing:
Under 1/3 of the time;
Walking:
Under 1/3 of the time;
Sitting:
Up to 2/3 of the time;
Using hands:
Over 2/3 of the time;
Reaching with hands and arms:
Up to 2/3 of the time;
Climbing or balancing:
Under 1/3 of the time;
Stooping, kneeling, crouching, or crawling:
Under 1/3 of the time;
Talking…