Title: Advising Program Assistant – CHP Student Services Office

Classification: C4

Department: College of Health Professions

Job Summary

Provide administrative support to the advising center staff and the College of Health Professions’ programs in the secondary admit process.

Essential Functions:

ADVISING ASSISTANT DUTIES

• Provide administrative and clerical support for the College of Health Professions Student Services Office including answering telephones, managing calendars and correspondence, maintaining electronic/paper recordkeeping systems and materials.
• Receive information in various forms and determine the appropriate method of processing.
• Compile and analyze data, prepare standard and requested reports, and generate correspondence, presentation materials, spreadsheets, graphics, meeting materials, and other similar items using various computer systems.
• Disseminate information that may require explanation and interpretation of established university and unit policies and procedures, and direct individuals to sources of additional information.
• Assist faculty, staff, and students with academic concerns.
• Assist with the training of new AP and PSS staff as well as graduate students.
• Order office supplies; processing travel vouchers, requisitions, IDC’s, I-9’s and other various university forms.
• Assist with the utilization of the online appointment system: Navigate.
• Manage the daily operations of the advising office.
• Assist in supervising and hiring student employees and may act as a lead worker to other PSS staff.
• Assist in processing student employee timecards and maintain appropriate records monitoring available dollars.
• Coordinate employment search processes for AP staff and student workers.
• Utilize Workday to maintain the Student Services Office budget and major declarations.
• Other related duties as assigned.

ADMISSIONS DUTIES

• Oversee management and processing of admissions files for the graduate programs and secondary admit undergraduate programs for the College of Health Professions.
• Utilize Slate system to obtain and process application materials.
• Perform work of a confidential nature for the College of Health Professions Student Services office including reviewing transcripts, GRE exam scores, Casper test scores and calculating GPAs.
• Create and maintain complex Excel spreadsheets for each graduate program’s admissions cycle
• Work closely with the Admissions Office regarding application materials and changes in application procedures.
• Have a full understanding of the unique application requirements and deadlines for each CHP program.
• Assist with the interview process for graduate and secondary admit programs including sending offer letters.
• Work closely with program Admissions Chairpersons, scheduling pre and post admission meetings to discuss admissions and interview processes.
• Provide programs with extensive data specific for each program’s accreditation requirements.
• Update the PTCAS, OTCAS, CSDCAS, DICAS and CASPA application pages.
• Provide continuous updates on candidates’ status to each Admissions Chair.
• Remain in contact with candidates regarding their application status.
• Distribute essential functions, pre-requisite and other required forms to graduate candidates.

Non-Essential Functions:

Not Applicable

Required Qualifications:

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• Typing and spelling competency.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully use a variety of computer software applications.
• 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 to successfully organize and prioritize workload.
• Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.

Preferred Qualifications:

• Bachelor’s degree.
• Higher education work experience.
• Supervisory 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.

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