Department Staff Assistant

Job Description - Department Staff Assistant (2603433)

Department Staff Assistant

Bachelor’s degree (foreign equivalent or higher). Two (2) years full time administrative experience in an office setting or higher education/academic setting. Proficiency in Microsoft Office Suite (i.e. Outlook, Microsoft Word, PowerPoint and Excel).

Master’s degree (foreign equivalent or higher). Three (3) or more years of full-time administrative experience in an office setting or a higher education/academic setting.

The Staff Assistant reports to the Chair of the Department of Speech-Language Pathology and supports the program along with other responsibilities to the School of Health Professions. For the Department of Speech-Language Pathology this position will assist in all personnel related transactions/paperwork, procurement, assist with processing expenses and reconciling departmental expenses, coordinate use of program facilities, facilitate and attend department events, and assist with administrative day-to-day operations.

The responsibilities of this position also include providing administrative support and coordination for student recruitment, orientation, admissions, accreditation, clinical education programs, scheduling, and student record keeping, as well as responding to student and program related inquiries. The incumbent must demonstrate a high level of energy and flexibility to manage shifting priorities and work collaboratively as part of a team while performing routine administrative tasks with limited supervision.

The Staff Assistant will collaborate with the Department Chair, Vice Chair, Program Directors, the Office of the Dean, faculty, students as well as other university departments as needed. The incumbent will preserve confidentiality of student information and possess excellent interpersonal, organizational, and communication skills.

Act as initial and primary contact for the Department and labs

Receive and respond to all incoming program calls and emails

Assist with managing the program chairs/directors' and department calendars

Assist with scheduling meetings

Respond to and manage facility queries

Manage and order supplies, materials, and equipment, for the Department and labs

Record, prepare, and distribute meeting minutes and maintain current meeting files for the Department

Facilitate personnel related transactions/paperwork for the Department

Request UHMC accounts for new faculty and students

Complete all procurement transactions for the department as approved by the Chair as well as preparing and reconciling routine expense documentation

Maintain and update databases and records for accreditation, university reporting requirements, and annual reports

Assist the Department Chair, program directors, and faculty with administrative tasks related to grants, workshops, and seminars

Assist with planning and coordinating departmental events such as, information sessions, recruitment events, workshops, orientations, and faculty meetings, including room reservations.

Organize and maintain student and department files according to accreditation and university standards.

Provide administrative support for the clinical education programs including clinical agreements

Under the direction of the Chair, assist with planning, organizing, and coordinating the orientation process for new students in the Department

Collect and maintain all records for admissions, registration, Castlebranch, graduation clearances, licensure, and other needed clearances/requirements and certifications for the Department

Assist prospective students with…