Administrative Assistant - Vice Provost for Health
Job Title: Administrative Assistant - Vice Provost for Health
Classification: C5
Department: Office of the Vice Provost for Health
Updated: January 2019
Job Summary
Acts as a general assistant to a Dean or Appointing Officer, performing non-routine office functions which substantially contribute to the unit’s or division’s objectives.
Essential Functions:
- Coordinate the administrative and operational activities of the Office of the Vice Provost for Health (OVPH)
- Assists with the writing, researching, organizing and formatting data for electronic submittal of grant applications to agencies
- Works collaboratively with the Health Compliance Office to ensure continuous departmental and vacation coverage
- Responsible for coordinating the OVPH newsletter
- Responsible for coordinating OVPH events and special functions
- Responsible for reconciling and monitoring the budget for the OVPH
- Responsible for development and management of electronic file system; organizes and administer the office filing system
- Responsible for monitoring and assessing computer hardware and software needs for the office
- Responsible for calendar of the Vice Provost for Health, including assisting in work flow, project management and budgeting time for project work
- Be the back-up person of contact on behalf of the OVPH, in person, by telephone or electronically
- Be secondarily responsible for processing all incoming and outgoing mail and express deliveries
- Responsible for monitoring and directing all email queries received through the OVPH web site to appropriate recipients in a timely fashion
- Originate and edit correspondence, reports and presentation materials as needed
- Oversee front desk reception area
- Supervise student employees
- Process various university forms
- Responsible for drafting reports, partnership agreements, and external communications
- Calendar scheduling for the Vice Provost for Health
- Responsible for coordinating, communicating with the OVPH Advisory Board, and development of the agenda and minutes of each meeting
- Responsible for schedule monthly OVPH staff meetings and development of agenda
- Scheduling meetings for clinical site partnerships, materials for visits, logistics and follow-up of visits with key stakeholders
- Maintain and update powerpoint of health related activities of the university for presentations
- Other related duties and activities as assigned
Non-Essential Functions:
Not Applicable
Required Qualifications:
- High school graduate or equivalent.
- Minimum of five years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Bachelor’s degree.
- Higher education experience.
- Supervisory experience.
- Business and healthcare experience.
Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.