Administrative Assistant II, School of Health Professions & Education
Utica College, a small comprehensive college in Upstate New York, is seeking applications for an Administrative Assistant II in the School of Health Professions and Education. The incumbent will provide administrative support to the School of Health Professions and Education in a collaborative team environment. Reports to the Administrative Assistant III for day to day duties. The Dean for Health Professions and Education has general oversight. Please refer to Program Specific Duties and Responsibilities.
In deciding whether to apply for a position at Utica College, candidates are strongly encouraged to consider the UC mission and culture to help determine their potential success at http://www.utica.edu/instadvance/marketingcomm/about/. Our Mission and Values Statement includes a commitment to fostering diversity in background, perspective, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas. At UC, diversity means that we are a community that represents a range of human experience and makes conscious choices to appreciate, respect, and learn from each other. Utica College actively seeks and welcomes applications from candidates with exceptional qualifications, particularly those with demonstrable commitments to a more inclusive society.
Primary responsibilities include:
Prepare purchase orders, requisitions, work orders, monitor budgets, and maintain records for assigned programs. Assist program chairs/directors in report generation and submission (maintain data – faculty loads, ratios, etc.). Assist chairs/directors with class schedule and adjunct assignments. Assist program chairs/directors with maintaining program data; Assist with health clearance process for student medical records related to clinical experiences. Assist with the coordination of faculty clinical travel; Assign advisors for designated programs. Be a shared point of contact for HPE Office and primary point of contact for designated programs. Assist program chairs/directors with degree applications, ensuring students meet requirements for graduation. Coordinate with Registrar’s office the list of graduates and communicate with state Boards of Nursing to facilitate student applications for licensure testing. Communicates with Program Chairs or designees to establish accurate student rosters for Kaplan and ExamSoft before processing payments. Answer and direct phone calls and assist students, faculty, and staff who enter the HPE Office; Assist program chairs with delivery, administration, and assessment of designated programs for internal and external reporting purposes, including the collection of syllabi and Summaries of Professional Development for all faculty each semester; Maintain inventory and order office supplies for faculty and HPE office; Draft correspondence, i.e. meeting minutes, reports, letters, memos, and student correspondence for designated programs. Assist program chairs with development and maintenance of master calendar outlining workshops and regular recurring program events/functions. Maintains student files. Train and supervise student workers; Work with supervisor to develop specific goals that support Utica College’s operational plans. This is done at least annually through the annual performance evaluation process; however, review of goals will occur throughout the year. Responsible for working with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators; Other duties as assigned and cross training with school administrative assistants. See Addendum to Job Description (provided on request).
Associate degree required; Bachelor’s degree preferred, with minimum two years of experience in a similar office setting or an equivalent combination of education and experience may be considered.
To apply, submit a cover letter, resume, and a diversity statement. All positions at Utica College support the College’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.
In line with the College’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf
Active consideration of candidates will begin on immediately and continue until the position is filled. References will be checked for candidates invited to campus.
Utica College is an affirmative action, equal opportunity employer. We encourage applications from under-represented groups as well as individuals who have experience with diverse populations.
About Utica College
Founded in 1946, Utica College is a private comprehensive institution distinguished for its integration of liberal and professional study. Our dedicated faculty and staff have built a tradition of excellence in teaching and learning with particular emphasis on providing individual attention to students. The College enrolls approximately 3,700 students – approximately 2,700 undergraduates and 1,000 graduate students. A city of approximately 60,000, Utica is located at the foothills of the Adirondack Mountains in the Mohawk Valley region of upstate New York. The area offers easy access to a broad variety of cultural attractions, including the historic Stanley Performing Arts Center and renowned Munson Williams Proctor Arts Institute, as well as four-season recreation.