The Sr. Administrative Assistant provides clerical and administrative support to the Dean, the Associate Dean of Academic Affairs, the Associate Dean of Clinical Affairs, the Vision Science Faculty Lead, and the faculty and staff of the Chicago College of Optometry. The Senior Administrative Assistant maintains a current knowledge of the College’s policies, processes, and procedures in an effort to ensure efficiency and integrity of the Program. This position will report to the Dean of the Chicago College of Optometry.
Essential Duties and Responsibilities
The Senior Administrative Assistant performs some or all of the following functions which will be prioritized and will continue to evolve according to the career direction of the Senior Administrative Assistant and the mutual goals of that individual, CCO and the University:
Assist in the development and production of reports to the accrediting agencies; assist in the collection and organization of data related to the college mission, goals and objectives
Maintain the Dean’s agenda
Maintain administrative and financial databases, including faculty expenses, equipment purchases, donations and scholarships
Organize and manage College events operated by CCO, including student meetings with the Dean, Faculty retreats, White Coat Ceremony and Pinning Ceremony
Assist with graduation event planning
Plan and coordinate New Student Orientation
Scheduling of End of Quarter Instructor Evaluations
Prepare Capital Expenditure Requisitions for capital and non-capital items for CCO laboratories and the Dean’s Office
Assist with arrangements for faculty candidate interviews including, but not limited to: travel, lodging, and interview schedule preparation
Coordinate interview days with Admissions Committee as needed
Assist the Associate Dean of Academic Affairs with the course scheduling process (Block schedules)
Provide administrative support, including, but not limited to, filing and maintaining confidential student records; processing and grading exams (hard copies and/or electronic format); attending to faculty, staff, and student requests; assisting in the scheduling of meetings and minutes for the college; scheduling meeting rooms for committees and faculty as needed; contacting the media resources department for any special equipment requests
Provide primary telephone and reception support for the College, including, but not limited to, routing calls, greeting and directing visitors, scheduling appointments, and informing potential applicants about the Optometry program and the requirements necessary for admission
Maintaining an excellent customer service environment with both external constituents and internal colleagues
Process faculty expense reimbursements for the department, and maintain up-to-date spreadsheets with expenses incurred by each faculty member for conference travel, license fees, professional membership fees, and local travel, as approved by the Dean
Submit IT, maintenance and equipment repair requests as necessary
Assist with scheduling 1st day for new hires and preparing offices for their arrival
Other Duties as assigned
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position requires that the individual be flexible, understands the importance of being a team player, has patience as he/she will be dealing with students, has a willingness to be challenged with new duties and responsibilities, and is interested in learning new skills through involvement in new assignments.
Education and/or Experience
High School diploma or GED required. Baccalaureate degree strongly desired. 3-5 years of relevant administrative work experience required. Experience working in a team and customer service oriented environment. Excellent written and verbal communication skills.
Other Skills and Abilities
Identifies, evaluates and addresses the needs of faculty, students, patients, staff and related stakeholders.
Demonstrates excellent organizational skills with ability to manage multiple tasks simultaneously.
Adapts to changing priorities and works under pressure to meet deadlines.
Demonstrates effective written and oral communication and interpersonal skills as related to problem-solving and conflict management are essential.
Demonstrates pleasant and professional customer-service skills.
Demonstrates ability to work independently as well as in a collaborative fashion.
Previous experience in an educational institution and/or an eye institution is desired.
Computer proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and database management skills. Experience with Microsoft Publisher and Access a plus.
Intermediate skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must frequently lift and /or move up to 10 pounds, occasionally lift and/or move up to 25 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race, color, religion, gender, national origin, disability, or veterans status, in accord with 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).
Internal Number: SRADM02033
About Midwestern University
Midwestern University's historical and sustaining philosophy dedicates the institution and its resources to the highest standards of academic excellence to meet the educational needs of the healthcare community.