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Full Job Description
Carlow University is currently accepting applications for our Administrative Assistant II – Physician Assistant Program role. This position requires professional administrative skills, solid interpersonal communications aptitude, customer service orientation, and a collaborative interface with all University personnel. The incumbent must possess the ability to exercise sound judgment in establishing priorities and problem-solving. Strong attention to detail, the ability to work with a diverse population, and the initiative for self-directed accomplishment are essential.
Required Education/Experience:
- An associate degree and/or three to five years of administrative support to senior-level managers
- Experience in a higher education environment is preferred.
Duties & Responsibilities:
- Under general direction, provide administrative and organizational support to the School of Nursing and the Dean of the College. Cross-training within other College Departments is required, and it is expected that all staff in the CHW be willing and able to cover other departments should a need arise.
- Determine ways to increase the efficiency and effectiveness of general office procedures and processes.
- Screen and direct inbound inquiries and calls, respond to moderately complex questions, provide information, direct callers as appropriate, analyze problems and resolve issues as necessary, greet visitors, and attend to their needs.
- Interface and communicate across various units with all levels of internal constituencies, as well as external contacts (vendors, clinical site preceptors, professional agencies)
- Monitor and track multiple unit accounts with active purchasing activities by maintaining running balances of subaccounts established within the department and preparing financial reports for the supervisor making financial decisions. Prepare moderately complex financial documents, using accurate financial coding and documenting as necessary.
- Collects, compiles, and analyzes moderately complex data and information.
- Composes straightforward written descriptions of results. Research, drafts and/or reports, i.e., conduct initial research to gather information for the supervisor regarding the topic of interest.
- Independently make and/or cancel appointments; update, maintain, and monitor calendars. Schedule meetings, schedule classrooms and meeting rooms, and arrange the use of outside facilities, if necessary.
- Review and distribute incoming mail and reroute mail, fax and copy documents as appropriate to request/initiate action and ensure results.
- Assess the confidentiality of all information received or requested and respond accordingly.
- Planned and coordinated meetings and communicated with other units (i.e., facilities, food service, etc.), ensuring that all resources were prepared and in place for the meeting participants. Prepare agendas and take minutes.
- Train, assign work, and review the work of student employees.
- Ensure office management procedures are followed and unit equipment and supplies are maintained.
- Back up administrative assistants to other University and College departments as needed and as available and serve as minute takers for Department and College Committees and special meetings.
- Demonstrate and reflect an understanding of and commitment to the mission, vision, and core values of Carlow University and the Sisters of Mercy.
- Note: This list of primary duties intends to provide a representative summary of this position’s principal duties and responsibilities. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based on unit needs.
Carlow University is Devoted to….
- A culture of integrity, dignity and respect for all
- A strong commitment to social justice
- Ethical forward-thinking leadership
- Comprehensive medical, dental, vision, life & disability benefits package
- Tuition benefits for undergraduate and graduate programs
- Health Savings Account and Flexible Spending Account options
- Wellness and Employee Assistance Program
- Complimentary use of Carlow’s fitness center and amenities
Successful candidates must be committed to envisioning the future of liberal arts and professional education in a rapidly changing environment; have experience working with diverse populations; actively support Carlow’s commitment to equity, inclusion, and community; and be able to articulate how they will contribute to Carlow University’s Catholic, Mercy mission and values through their teaching, scholarship, and service.
Carlow University is a comprehensive Catholic University situated in a culturally rich and diverse urban setting of Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its diverse community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master’s, and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a diverse community of learners, and to empower them to excel in their chosen work as compassionate, responsible leaders in the creation of a just and merciful world.
Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University’s resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.