Administrative Assistant to the Dean

National University Of Health Sciences - Lombard, IL

Full-time - Entry Level

Lombard, IL

Educational Services

About the position

The Administrative Assistant to the Dean of the College of Professional Studies plays a crucial role in providing comprehensive support to the Dean, Assistant Deans, Department Chairs, and faculty. This position ensures the smooth operation of the office, manages communications, and assists in various administrative tasks to facilitate the academic environment.

Responsibilities

• Ensure that the Office of Dean, College of Professional Studies operates smoothly, efficiently, and effectively.
• Attend meetings called by the Dean, College of Professional Studies.
• Type all minutes to meetings, correspondence, and reports.
• Transcribe minutes, memos, and reports when needed.
• Maintain department files including computer records and reports.
• Work with assistant deans and department chairs in preparing all part-time faculty contracts for the professional studies program.
• Maintain files and scan documents as assigned.
• Organize reports as assigned.
• Work in cooperation with others, including administrators, faculty, staff, and students.
• Maintain all full-time and part-time files for faculty members.
• Prepare excused absences for students with Dean's approval.
• Process incoming mail and prepare outgoing mail.
• Schedule meetings and appointments for the Dean and department chairs of the College of Professional Studies.
• Type up purchase requisitions for office supplies and order books when necessary for the College of Professional Studies.
• Answer telephones and take messages.
• Arrange travel schedule; make hotel, limo, and airline reservations for the Dean, Assistant Deans, and Department Chairs when needed.
• Maintain confidentiality of all administrative matters and documents.
• Complete information on grade reports for delinquent students.
• Send letters to students on delinquent reports with GPA less than 2.0, probation, suspension, expelled, incompletes, etc.
• Schedule meetings for students to see advisors and for remediation.
• Schedule students to meet with the ASGR Committee, type up meeting minutes, student findings, and mail letters to students.
• Help with site team visits; assist with copying and coordination of manuals, mailing documents, etc.
• Help coordinate offices for new faculty, including computer and phone hook-up, keys, etc.
• Perform other duties as assigned.

Requirements

• Minimum of 4 - 5 years of secretarial experience
• Typing skills of 50 WPM
• Excellent organizational skills
• Excellent written and oral communication skills
• High school diploma or equivalent

Nice-to-haves

• Office365 experience
• College course work

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance