Full Job Description
Conveniently located in Morris County with easy access to Routes 287, 280, 80, 10, 24, and the Convent Station train station, Saint Elizabeth University, established in 1899 by the Sisters of Charity of Saint Elizabeth, resides on 150 acres of picturesque rolling hills and lush woodlands. The University offers a quality education in the Catholic liberal arts tradition for students of diverse ages, backgrounds, and cultures.
Diversity and Inclusion Statement:
Founded by the Sisters of Charity in 1899, Saint Elizabeth University (SEU) is a community of learning in the Catholic liberal arts tradition for students of diverse ages, backgrounds, and cultures. SEU is devoted to providing educational and career training opportunities to traditionally underserved communities and is characterized by small class sizes and a highly communal student-centered culture emphasizing individualized attention.
SEU is a federally designated Minority-Serving and Hispanic-Serving Institution. Our traditional undergraduate population is 38 percent Black, our total enrollment is 30 percent Hispanic, and 47 percent are first-generation college students. In addition, 76 percent of our first-time freshmen are low-income students eligible for federal Pell funding; many come to us with unique challenges related to their financial, social, academic, mental, and physical health.
Saint Elizabeth University seeks to foster and maintain a diverse campus community through inclusive excellence and equal opportunity. SEU has long preserved its legacy of providing quality education and access for underserved populations, particularly in fields and career paths traditionally beyond the reach of marginalized and often disenfranchised communities. In our traditional co-educational undergraduate enrollment today, women outnumber men two-to-one. SEU has a long legacy of educating women who thrive in STEM and healthcare professions and continues to produce diverse women and men as leaders equipped with a deeper appreciation of inclusion in its various forms. We strive to ensure that all graduates realize their potential through hard work and an exceptional education that is unimpeded by irrational self-doubt or societal biases.
Job Summary:
The SEU Physician Assistant Program is seeking a self-motivated and well-organized Administrative Assistant to join the administrative support and operations team. Under the direction and supervision of the Operations Manager, perform fast-paced administrative work unique to the effective and efficient daily functions and operations of the graduate MS in Physician Assistant program.
Essential Functions:
General:
- Serve as the office’s first point of contact: greet incoming visitors, students, staff, and faculty. Provide directions and answer telephones, taking accurate, precise messages when needed or routing calls to the appropriate party.
- Provide administrative/secretarial office support to all faculty and staff (e.g., make copies, print documents, pick up mail).
- Maintain and update departmental hard and electronic files (course files, student files, etc.).
- Assist with maintaining office supplies, check inventory regularly, and order supplies as necessary.
- Serve as backup to other PA Department staff.
- Assist in drafting and coordinating weekly, monthly, and/or annual reports as directed.
- Attend PA Program meetings to prepare accurate minutes; Gather information for assigned meetings, coordinate items for the agenda, and distribute material to participants prior to the meeting. Follow up on details to ensure timely and accurate dissemination of information.
- Assist in planning and coordinating all program events.
- Assist in processing/tracking invoices.
- Performs continuous process improvement to automate and streamline processes.
- Performs other duties as assigned by the Operations Manager.
Daily Operations:
- Serve as the liaison to IT to facilitate and support requests for classroom, faculty, and student technological needs.
- Ensure classrooms are prepared and supported with necessary IT functions.
- Manage the PA Program Laptop Cart.
- Under the Direction of the Operations Manager prepare weekly and daily reminder of PA Program information, schedules, news and/or activities.
- Ensure PA Program mail and deliveries are distributed from the mailroom.
- Pick-up weekly checks from accounts payable, copy and mail to recipients; maintain files related to accounts payable.
Program Admissions
- Provide administrative support for the admissions application process.
- Assist in planning and organizing Admission Interviews, Accepted Students Day, New Student Orientation and Open Houses.
- Develop and maintain database of internal and external resources for students to assist with the retention, success, and programmatic requirements (e.g. relocation information, community services opportunities, healthcare resources, etc.).
Faculty Support:
- Assist faculty in coordinating, scheduling, and proctoring assessment activities (e.g., quizzes, exams, practicals, OSCE)
- Assist with scheduling and organizing adjunct and guest lectures; provide correspondence and maintain files related to instructors under the direction of the Operations Manager.
Education: AA/AS Preferred
Experience: A minimum of 2 years of progressively responsible administrative experience is preferred; experience in higher education, including graduate-level academic settings, is also preferred.
Skills and Abilities:
- Proven ability to maintain strict confidentiality and handle sensitive matters using discretion, diplomacy, and good judgment.
- Proficiency with computer programs, such as Microsoft Word, Excel, PowerPoint, Access, and/or Google and Google Suite applications.
- Knowledge of learning management systems (Moodle) and data management programs.
- Interest in and ability to learn new software applications such as eMedley and Power Campus.
- Excellent oral and written communication skills, high level of critical thinking ability, strong organizational skills, and interpersonal skills.
- Ability to work independently and make decisions, exercise initiative, and function in a dynamic, fast-paced environment; work in a team environment and exhibit a positive attitude and a courteous and professional demeanor.
- Ability to set priorities, multi-task, meet deadlines with attention to detail, and take ownership of job responsibilities.
- Must have a strong commitment to achieve the missions of the MS PA Program and Saint Elizabeth University
- Must be reliable and demonstrate a commitment to being present, available, and engaged to support the program.
NOTE: This position requires in-person performance of its role and responsibilities. At present, Saint Elizabeth University does not have a work-from-home policy. Therefore, all work is expected to be completed in person during normal working hours unless remote operations are in effect.
DISCLAIMER: The above is not intended to provide a comprehensive or exclusive list of job duties. As such, job duties and/or responsibilities within the context of this job requisition may change at the discretion of the employee’s direct supervisor.
Why Choose Saint Elizabeth University?
Saint Elizabeth University offers a positive work environment, dedicated leadership, faculty, and staff who are committed to excellence, and an attractive benefits and compensation package.
Full-time Faculty and Staff Benefits Include:
- Employer-Subsidized Health Care Plan
- Dental and Vision Plan
- Health Savings and Flexible Spending Accounts
- 403(b) Retirement Savings Plan with Employer Match
- Group Life and Accidental Death & Dismemberment (AD&D) Insurance at No Cost
- Supplemental Insurance Available for Employees, Spouse, and Dependents
- Other Voluntary Plans (Legal, Identify-Theft, Accident, Critical Care, etc.)
- Employee Assistance Program
- Tuition Remission for Employee, Spouse and/or Dependents
- Tuition Exchange Program offering Reciprocal Scholarships Nationwide at 600+ Colleges and Universities
- 14 Paid Holidays, as well as the Week after Christmas Off with Pay
- Paid Days Off on Fridays in the Summer Months
- Birthday as a Paid Day Off
- Generous Vacation Policy
- New Jersey Earned Sick Leave
- Employee Discount Program
Important to Know:
The health and safety of students, faculty, and staff are a University priority. Please be advised that the University reserves the right to modify all policies and procedures related to COVID-19 based on local conditions and emerging guidance from local, state, and federal agencies.
How to Apply:
- Applications should include a cover letter, resume, proof of certifications, and three professional references with email addresses and/or telephone numbers.
- Saint Elizabeth University is an Equal Opportunity/Affirmative Action/ Veterans/ Disability Employer.
- Applicants from diverse backgrounds are encouraged to apply.
- Saint Elizabeth University is a designated minority serving undergraduate institution.
EEO/AA Statement:
Saint Elizabeth University aspires to create a community based on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas – an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourish. To achieve this exchange, it is essential that all individuals feel and experience an environment where they are welcome, safe, secure, and heard. As such, all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, marital status, pregnancy, genetic information, gender identity or expression, age, disability, veteran status, or any other classification protected by Federal, state, or local law. Any information provided will be used only in the compliance of data for EEO/Affirmative Action reporting. Completing this data is voluntary and will not affect your opportunity for employment and/or terms or conditions of employment.