Senior Administrative Assistant, Health Sciences

Position Overview

The following is intended to describe the general nature and level of work being performed. This list of duties is illustrative only and is not a comprehensive listing of all the functions and responsibilities performed.

The Senior Administrative Assistant (SAA) reports to the Dean of the School of Health Sciences and provides support to all programs within the school. This role may include directing others, such as work‑study students, temporary support, part‑time staff, or other individuals temporarily assigned to the area of responsibility.

• Provide administrative support to the Dean of the School of Health Sciences.
• Will act as supervisor to other administrative assistants and/or clerical staff.
• Lead the training and coordination of other unit administrative assistants.
• Assist the Dean of Health Sciences with unit and institution‑wide Health Sciences events.
• Participate in professional development and cross‑training opportunities as directed by the Dean of Health Sciences.
• Perform other duties as assigned by the Dean of Health Sciences.

• Execute a variety of administrative tasks including typing, filing, sorting, verifying information, and utilizing computer applications to streamline operations.
• Coordinate, manage, analyze, and input class schedules into the Banner system; assist with course book orders, and communication with part‑time adjunct faculty to ensure seamless program delivery.
• Create requisitions, vouchers, proposals, and other documents accurately and in a timely manner to facilitate decision‑making processes.
• Manage travel arrangements for the Dean, from securing approvals to coordinating logistics, ensuring smooth travel experiences.
• Serve as a liaison between various departments, fostering open communication channels and facilitating the flow of information to promote collaboration and efficiency.
• Provide administrative support for division meetings and advisory committee sessions, including preparation and accurate documentation of meeting outcomes.
• Serve as the point of contact for addressing inquiries, taking messages, and directing communication.
• Coordinate recruitment efforts by attending community career fairs, recruitment events, and division tours, managing marketing materials and supplies to enhance visibility and engagement.
• Develop and implement evaluation processes for recruitment activities, collecting and analyzing feedback to continually improve outreach strategies and initiatives.

• Accurately enter budget data into relevant systems; prepare and review reports for accuracy, making necessary adjustments to ensure compliance with university policies and procedures.
• Coordinate capital outlay funding, grant purchases, vendor payments, and travel reimbursements for the School of Health Sciences.
• Monitor budget allocations and expenditures, ensuring adherence to financial guidelines and optimizing resource utilization to support program objectives.
• Prepare and monitor payroll data for Faculty Load and Compensation (FLAC).
• Maintain a university‑assigned purchase card; ensure accurate recordkeeping of purchase logs and strict adherence to university purchasing policies and procedures.

• Support faculty and staff processes, maintaining confidentiality and adherence to university policies.
• Support the onboarding of new employees, adjunct and staff to ensure a smooth transition into the organization.
• Manage personnel evaluation schedules, and coordinate annual evaluations for directors, faculty, and staff.
• Obtain and maintain necessary certifications required by the university, demonstrating compliance with regulations and standards.
• Accurately input and manage data in the Electronic Personnel Action Form (EPAF) system.

• Supervise work‑study students, and part‑time/temporary workers, providing guidance and support to ensure tasks are completed efficiently and in alignment with departmental objectives, and fostering a productive work environment.
• Providing training to staff and faculty as needed to enhance proficiency and promote effective utilization…