Administrative Assistant for the Office of the Dean, School of Health Sciences

Indiana Wesleyan University
Marion, Indiana
Apr 10, 2021
Apr 19, 2021
Organization Type
*Administrative Assistant for the Office of the Dean, School of Health Sciences****POSITION SUMMARY*Provides administrative support for the Dean of the School of Health Sciences (SHS) by attending leadership meetings, performing clerical functions such as preparing correspondence, receiving visitors, arranging meetings, and scheduling meetings. *REPORTING RELATIONSHIP*Reports to the Dean of the School of Health Sciences. * **DUTIES AND RESPONSIBILITIES** Assist in managing the Dean's schedule, travel arrangements, and meeting preparations. * Assist in the logistics of scheduling candidates for on-campus or virtual interviews as directed by the Dean.* Coordinate logistics of hiring SHS student workers.* Track data and maintain records pertaining to the School of Health Sciences as directed by the Dean. * Provide support for key meetings through coordinating calendars, scheduling space, minute taking, tracking changes in documentation, and distribution of minutes through appropriate university systems. * Prepare reports as requested by the Dean. * Assist the Dean with tracking SHS budget expenditures, including processing invoices, reimbursements, scholarly awards, and monthly reconciliations. * Order supplies and resources on behalf of SHS programs as requested. * Serve as the faculty scheduler for MSAT, MPH and BSHSC.* Provide administrative support to newly developing programs until hire of Program Assistant. * Keep updated, accurate employee files for the School of Health Sciences. * Familiar with university processes, including, but not limited to, the University Faculty Handbook, Employee Handbook, IWU Bylaws, SHS Bylaws, and the university catalog to assist in clear communication and compliance where needed. * Understand roles and responsibilities within the university to help direct requests through the Dean's office. * Communicate with proper personnel regarding SHS attendance at special events, such as Commencement. * Support SHS events as directed by the Dean. * Update and maintain information on the SHS internal information page/site as directed by the Dean and the SHS Cabinet.* Provide tech support for initial troubleshooting during meetings.* Manage SHS adjunct faculty onboarding logistics, including processing background check requests, collection HR documentation, collection of transcripts, and dissemination of collected information to appropriate departments. * Work with SHS leadership to coordinate logistics for onboarding of new hires, including transcript requests, ordering supplies and equipment, and ensuring all items are in place for employee first day. * Assign Colleague and Pearl Drive access to SHS employees. * Serve as the SHS representative on the Building Safety Committee.* Enter textbooks for courses in Colleague.* Other duties as assigned. *SUPERVISORY RESPONSIBILITY*Student workers (when applicable)*QUALIFICATIONS*According to Indiana Wesleyan University's employment policy, all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.* **Education*· Bachelor's degree*Experience*· Demonstrated ability to work effectively with individuals from diverse communities and cultures.· Three to five years previous office experience, preferably assisting upper-level administration, including knowledge, skills, abilities and personal characteristics listed above.· IQM2, Smartsheet, Colleague, SharePoint, and etrieve is a plus. *Required Skills*· Demonstrate customer service skills.·Strong interpersonal/human relations skills.·Effective written and verbal communication skills, emphasis on influencing/persuasion skills.· Effective presentation skills.· Ability to maintain a high level of confidentiality and professionalism.· Ability to work independently as well as part of a team.· Highly proficient in the use of the Microsoft Office suite of products and Office 365, specifically Excel, Word, and Outlook. *LIMITATIONS AND DISCLAIMER* The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They should not be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. In addition, nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.Indiana Wesleyan University is committed to equal opportunity in employment and maintaining a work environment free from all forms of unlawful discrimination. Accordingly, the University affords equal opportunity to all employees and prospective employees without regard to race, sex, color, national or ethnic origin, disability, age, genetic information, veteran status, or any other status protected by law. These have access to all the rights, privileges, and programs generally made available to employees at the University. It does not discriminate in the administration of its policies, programs, nor during any phase of employment, including hiring, promotion, demotion, treatment during employment, rates of pay or other compensation, and termination of employment. As an educational institution operating under The Wesleyan Church, Indiana Wesleyan University reserves and exercises its privileges under applicable law to prefer employees on the basis of religion and who are best suited to its religious purpose.*Indiana Wesleyan University is an Equal Opportunity Employer*

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