The Administrative Assistant to the Dean of Health Sciences performs administrative and clerical duties requiring the application of Centenary College policies and procedures. Maintains the confidentiality of the office of the Dean of Health Sciences.
ESSENTIAL FUNCTIONS
- Acts as primary representative of the dean, greeting visitors, students, faculty, and staff, as well as managing questions about the School and all its preparatory programs.
- Aids in the coordination of all internal and external class schedules and events.
- Aids in the management of all internal calendars for the School of Health Sciences, and interfaces with the College’s registrar and events management system.
- Aids with the management of the School of Health Sciences facilities and resources.
- Assists with correspondence with prospective students and handling admitted-student communication.
- Aids in the preparation of official communications from the Dean and the School of Health Sciences and disseminates them as instructed.
- Manages all departmental ordering and procurement and maintains inventory of instructional, laboratory, and office supplies to ensure the School of Health Sciences’ operational needs are met.
- Oversees student worker schedules and assists with the submission, tracking, and verification of student worker time cards in accordance with College payroll procedures.
- Aids with business and financial procedures of the School of Health Sciences, such as processing invoices, check requests, and end of month reports.
- Maintains Dean’s and the School of Health Sciences records, including business and financial records, student records, class syllabi archive, program records, concert programs, and program review and accreditation reports.
- Aids the Dean with reviewing student course schedules for accuracy and completeness during registration periods, ensuring alignment with published program requirements and course sequencing.
- Coordinates communication with students regarding schedule adjustments, registration deadlines, and required documentation.
- Runs DegreeWorks audits and prepares summary reports for the Dean to support monitoring of student academic progress and identification of students who may require advising or intervention.
- Maintains accurate student program records and assists with tracking completion of academic milestones, prerequisites, and graduation requirements.
- Answers primary phone and email for the School of Health Sciences and records and disseminates messages to the Dean and science faculty.
- Reviews and distributes incoming correspondence and departmental mail.
- Aids with the Dean’s schedule, coordinating meetings and appointment requests and assisting with conference and travel arrangements.
- Makes deliveries and handles errands for the School of Health Sciences
- Other related projects, duties, and responsibilities may be assigned as deemed necessary.
SUPERVISORY RESPONSIBILITIES
Student workers
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
MINIMUM
- Bachelor's degree.
- Excellent social and communication skills.
- Self-motivated and highly resourceful.
- Demonstrated commitment to diversity and ability to collaborate with others.
- Ability to maintain confidentiality and discretion regarding School and College affairs.
- Skilled at multi-tasking and efficiency in a high-energy environment.
- Skilled at organization and executing complex events and projects.
- Technical proficiency with word processing, spreadsheets, email, events management, and database applications.
- Must be available for overtime as assigned and approved by immediate supervisor.
PREFERRED
- Two years of office experience.
- Experience with Banner and Microsoft Office applications.
- Educational and/or work experience at a selective, private, residential liberal arts college.
