Administrative Assistant III-School of Health Professions and Education
Utica College, a small comprehensive college in Upstate New York, is seeking an Administrative Assistant III in the School of Health Professions and Education to provide direct administrative support to the Dean of the School of Health Professions & Education. Duties are at the Dean’s direction and include: managing workflow of administrative assistants and efficient flow of work in the School office; processing of faculty hires from posting of position to set-up of new hires on campus; ensuring adjunct teaching placements and compensation; scheduling, attending, and administering regular school-wide meetings; gathering and submitting materials for faculty tenure and promotion review by School and College committees; managing school budget; maintaining office and lab supply inventories; maintaining personnel files.
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:
Administers and manages the daily operational activities for the Dean of the School of Health Professions & Education; handles Dean’s incoming and outgoing mail; manages Dean’s calendar and schedules meetings, appointments, travel arrangements, and reconciliation of monthly credit card expense report; screens calls and handles as many request/inquiries as possible before they are elevated to the Dean; tracks all assignments by the Dean and updates Dean on progress regularly.
Oversees the School office; manages workflow in the school office; tracks hours and leave time for administrative assistants and work study students; assists Dean with the completion of performance evaluations for administrative assistants.
Maintains personnel files for full-time and adjunct faculty and updates Banner profiles as necessary. Prepares confidential materials for faculty members when up for reappointment, tenure, promotion, and periodic review. Works with the Dean to schedule school tenured faculty meetings and calendar. Adds candidate materials electronically to dedicated website for tenured faculty to review and submits same to Office of Academic Affairs for review by Faculty Affairs Committee and Professional Development Committee.
Works with Program Chairs and Directors in tracking teaching assignments for all full-time and adjunct faculty members and coordinates overload and adjunct compensation authorizations with Human Resources. Keeps record of independent studies and tutorials taught by faculty for credit. Prepares and distributes teaching schedules and office hours for all School faculty each semester. Distributes advisement assignments in coordination with the Chairs and Directors, assist program chairs with degree applications, ensuring students meet requirements for graduation.
Coordinates new faculty and staff searches including processing necessary paperwork, input of job descriptions in PeopleAdmin, arranging schedules for campus interviews travel arrangements, receptions, and campus tour; maintaining file of all candidates and ensuring submission of all necessary paperwork to HR at end of search. Makes arrangements for all new faculty and staff in school (i.e., office set-up, computer, furniture, telephone, mailbox, keys, supplies, etc.). Assists new faculty as necessary.
Maintains a tracking system of all pending assignments and progress made on each and updates the Dean weekly on status.
Tracks all School budgets and alerts Dean when variances may be necessary. Monitors and tracks faculty travel advances and vouchers and ensures appropriate budget assignments of same. Maintains office and lab supply inventories, submits supply orders and purchase orders in Banner, follows-up with appropriate authorizations to initiate payment.
Ensures annual processing for malpractice insurance coverage for students is completed in a timely, accurate manner.
Updates all school lists including telephone and email distribution lists, faculty rank and titles, etc.
Maintains office copies of all office and lab keys for School; orders keys for all new faculty and adjuncts from facilities, keeps record of all incoming and outgoing keys.
Works with Dean 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.
Works 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.
Associate degree required; Bachelor’s degree preferred, with minimum three years’ 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 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.