University of New England

Staff Assistant & Office Coordinator
Dean’s Office, College of Health Professions

BASIC FUNCTION

Coordinate daily operations for the Dean’s office. Provide primary reception, logistical, and administrative support functions.  Coordinate and oversee personal calendars of the Dean and Associate Dean(s).  Trouble-shoot problems as they arise.  Represent the Dean’s office when needed.  Coordinate meetings and manage file systems.

CHARACTERISTIC DUTIES & RESPONSIBILITIES:
>Primary

• Oversee, coordinate, and implement various day-to-day departmental administrative functions.
• Answer phones, screen calls, greet visitors, answer questions, take messages, make appointments, and refer to other personnel/offices as appropriate.  Serve in a public relations/customer service capacity as “front line” responder to concerned students, parents, faculty, staff, and community.
• Manage appointment calendar daily for Dean & Associate Dean.
• Coordinate travel arrangements for the Dean and Associate Dean.
• Monitor daily functions of the office of the Dean, take charge and problem-solve as needed.
• Arrange and coordinate meetings, luncheons, dinners and other events; distribute meeting agendas; follow up on actions as appropriate.
• Initiate, track, troubleshoot, and expedite processing of all contracts.  Maintain files.
• Draft correspondence as needed for the Dean’s signature. 
• Screen and distribute mail, flagging important documents and deadlines.
• Act as advisor to Departments in organizing and scheduling various College and University events and receptions.
• Coordinate, initiate, prepare, process and/or monitor various financial, administrative and operational forms, records, reports, schedules, and other documents such as administrative leave reports, time sheets, requests for contracts, approval to hire forms, journal/cash vouchers, purchase orders, and budget transfers.
• Organize and maintain various departmental files and records.
• Maintain current knowledge of University and College policies and procedures.
• Understand and comply with the University of New England Safety Manual.
• Completes new employee orientation and sexual harassment training within 30 days of the date of hire.
• Understands and complies with the University of New England Safety Manual.
• Performs other related duties as assigned.

SUPERVISION RECEIVED:

Supervision is received from the Dean and/or Associate Dean.

QUALIFICATIONS:

Associate’s or Bachelor’s degree in business or other appropriate discipline, plus two to four years of relevant secretarial administrative experience, or a combination of education and experience from which comparable knowledge and skills are acquired.

• Broad base of general clerical and office management knowledge and skills.
• Good administrative and organizational skills. Experience in organization and maintenance of moderately complex filing and record systems.
• Good reading, writing and math skills.
• Strong customer/student service experience.
• Ability to work independently.
• Substantial experience in working with computer applications, including word-processing, desktop publishing, and spreadsheets.
• Ability to deal effectively with a wide range of individuals inside and outside the University.
• Ability to maintain confidentiality.

ANNUAL TRAINING REQUIREMENTS:

• Code of Conduct
• Ergonomics
• Fire Safety
• HIPAA
• Sexual Harassment