Administrative Assistant
1. JOB INFORMATION
Job Title: Administrative Assistant
Classification: Non-Exempt/Hourly, Full Time, Benefited
Number of Openings: 1
Schedule: 37.5 hours per week scheduled Monday through Friday
Department/Division: Executive Administration
Supervisor: Administrative Manager, Office of the President
Benefits: Comprehensive benefits package including employer paid and employer sponsored health, dental and vision insurance plan options. 403(b) retirement plan with up to 10% match after one year. Tuition waiver eligibility for UWS academic programs after one year of employment. Free and reduced cost care in the campus health center for employees and their immediate family members. Paid vacation, sick, wellness time and holidays.
2. ABOUT UWS
University of Western States (UWS) offers a world-class, integrated health care education and provides an evidence-informed approach to health and wellness. Our graduates deliver high-quality health care based on science, the professional’s skill and knowledge, and the preferences and experiences of the patient or client. The university is at the forefront of an emerging, whole-person philosophy of health care by offering a variety of health and wellness educational programs. Learn more about us by visiting our website at https://www.uws.edu/.
3. JOB SUMMARY
The Administrative Assistant helps to ensure smooth and orderly operation for the Office of the President by providing administrative support to the President, Executive Vice President, and other administrators as assigned. The Administrative Assistant ensures a welcoming and responsive atmosphere in the Office of the President, assisting students, staff, faculty and administrators, as well as all university guests, and directing them to appropriate campus resources. The Administrative Assistant places a high value on customer service and maintains a meaningful level of knowledge of all university departments and their functions. The Administrative Assistant performs administrative and office support activities for the President and Executive Vice President including coordinating calendars, arranging meetings and events, managing document and material preparation; processing paperwork; and, providing assistance to students, staff, and the public.
4. JOB RESPONSILITIES
List key position responsibilities/duties by category and estimate the percentage of time spent on each responsibility. The total percentage of duties must equal 100%.
SCHEDULING AND MANAGING MEETINGS/EVENTS = 50%
• Facilitates flow of communication to and from the President’s office, receiving internal and external correspondence, prioritizing for review and/or response by the President and responding to time-sensitive matters.
• Oversees and maintains the President’s calendar including organizing and ensuring notice to stakeholders for meetings and other gatherings involving or on behalf of the President.
• Plans logistical arrangements for various meetings and events including but not limited to venue, catering, room accommodations, audiovisual, travel, etc. Provides logistical support for meetings via web conference platforms.
• Prepares agendas and distributes materials for meetings; records minutes at meetings chaired by the President, executive Vice President, and other meetings as assigned; ensures minutes are posted on the university’s internal document management system.
• Arranges and coordinates special events for and on behalf of the President or other administrators.
MANAGEMENT AND REPRESENTATION – OFFICE OF THE PRESIDENT = 30%
• Acts as a liaison for the President by answering incoming telephone calls, quickly imparting information and responding to requests and inquiries; appropriately routing calls, taking messages, and ensuring that communication to and from the President’s office is positive and effective.
• Provides assistance in day-to-day operations for the Offices of the President.
• Welcomes, prepares for, and assists visitors to the Office of the President.
• Checks Office of the President email daily. Review and respond to inquiries.
OTHER ADMINISTRATIVE SUPPORT = 20%
• Maintains appropriate and effective filing system for the Office of the President. Process confidential documents and records, and ensure confidentiality of these records and related conversations.
• Orders and manages office supplies for the Office of the President.
• Completes and processes travel reimbursement forms; reconciles and reports credit card statements with receipts. Calculate mileage, per diem, lodging, and other expenses.
• Processes and documents invoices for Executive Administration.
• Performs other duties as assigned.
5. UWS CORE VALUES
Best Practices: We maintain high standards by using and integrating evidence across multiple disciplines.
Curiosity: We are innovative, open minded, and forward thinking.
Inclusiveness: We are respectful, mindful, and welcoming of different ways of being, thinking, and doing.
Professionalism: We are responsible, respectful, and accountable.
Student-Focus: We work for the common good of students’ academic and professional success.
Whole-Person Health: We promote physical, mental and emotional wellness in all facets of the UWS experience.
6. JOB QUALIFICATIONS
Education and Training:
Required
• Bachelor’s degree or a combination of education and related work experience.
Experience:
Required
• Minimum two years’ experience as an assistant to a senior administrator.
Preferred
• Previous higher education experience strongly preferred.
Knowledge, Skills and Abilities:
Required
• Demonstrate discretion and confidentiality with all work and work products. Familiar with FERPA and HIPAA guidelines.
• Occasionally work evening and weekend hours as requested.
• Demonstrate ability to think quickly and act appropriately in emergency situations.
• Willing to learn and take on tasks of increasing responsibility.
• Highly effective oral and written communication skills.
Other Qualifications:
Required
• Computer skills: Windows, All MS Office applications including creating and maintaining Excel spreadsheets, e-mail applications, and internet applications. Able to input, organize and evaluate basic and complex data and information in electronic format.
7. APPLICATION, SCREENING AND HIRING PROCESS:
Screening of applicants will begin in January 2022 and the position will remain open until filled. For consideration, please submit a cover letter, a resume and the names and contact information, including email addresses, of three professional references.
University of Western States conducts background checks for the finalist or finalists of staff and faculty positions. The type of background check will vary by position type.
University of Western States is an equal opportunity employer.
UWS is complying with the OSHA Emergency Temporary Standard, https://www.osha.gov/coronavirus/ets2.
To apply, visit our website at: https://www.uws.edu/about/employment/.
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