Administrative Office Assistant Ii

Position Information

Posting Number S-3944

Position Number 76000

Type of Recruitment External

Position Title ADMINISTRATIVE OFFICE ASSISTANT II

Position Summary

Provides support and administrative assistance to the School of Health Sciences (HSC), primarily to the Health Administration (HA) program. This role may also require providing similar support to other HSC department programs beyond HA.

• High school diploma or GED.
• Three years of qualifying experience or a combination of education and experience that equates to three years.
• Experience with Microsoft Word.
• Customer service experience.
• Organizational skills with strong attention to detail.
• Demonstrated positive interpersonal skills.
• Effective verbal and written communication skills.
• Ability to project a positive attitude.
• Ability to manage multiple projects and meet deadlines with accurate results.
• Ability to compose, proofread and edit correspondence.

• Ability to perform the essential functions of the job.
• ~Experience working with a diverse student population, faculty, and staff.
• ~Experience in student services.
• ~Experience with academic program accreditation.
• ~Experience coordinating the work of others.
• ~Spreadsheet and/or database experience.
• ~Experience working with financial records.
• ~Experience with SAP.

• Program & Curricular Administration:
• Prepares proper curricular forms, including new program proposals, updates to master course syllabi, and other curricular changes, as designated.
• Coordinates the scheduling of classes, including the wait list process, with department and college staff, the Registrar's Office, CMU Global, and others at CMU.
• Creates and maintains faculty workloads each semester, coordinating with the HA Graduate Program Director and department staff to ensure accurate course assignments and load distribution.
• Responsible for administrative oversight of capstone course requirements, comprehensive exams, and the dissertation process.
• Coordinates accreditation activities, including organizing a system for collecting information, updating accreditation templates, compiling supporting documentation, coordinating events to meet accreditation expectations, and collaborating with internship coordinators to fulfill accreditation, assessment, and review criteria.
• Communications & Data:
• Responsible for the content of the program website and bulletin, ensuring they are complete, current, and consistent with university requirements. This includes coordinating with the College of Health Professions Communications and Marketing Coordinator, Graduate Studies, and CMU Global marketing personnel.
• Develops, maintains, and queries program and university databases (e.g., Data Warehouse), including academic program plans, enrollment information, demographic information, academic forms, and other data and information requirements, as well as an alumni database for the program.
• Financial/Budgetary:
• Maintains a set of budgetary records by performing bookkeeping duties, such as reconciling, monitoring, and tracking expenditures; preparing budget statements; and making recommendations regarding projected budgets for the department.
• Prepares and submits travel and employee reimbursement vouchers, reconciling credit card statements, and ordering office supplies.
• Student-facing Support:
• Serves as the first point of contact for students, independently responding to questions and referring them to appropriate personnel, such as financial aid, veterans services, disability services, the writing center, and student account services.
• Coordinates and collaborates with Graduate Admissions, CMU Global, and other university academic support services personnel on student recruitment and retention. This includes assisting the program director in ensuring timely admission reviews.
• Responsible for following up and placing calls to potential applicants to increase the number of completed applications for the online and on-campus programs.
• Faculty & Director Support:
• Provides support to adjunct, fixed-term, tenure-track, and tenured faculty teaching both online and on-campus, including collecting and reporting course…