The Sr. Administrative Assistant is responsible for providing general administrative, reception and guest relation/event support for the Office of Communications. The position reports to the Assistant Director of Communications.
Essential Duties and Responsibilities
- Process all check and PO requests and track all department budget items
- Provide general administrative support to include the organization of supplies, scheduling of meetings, distribution of announcements, coordination/preparation of mailing lists/labels/databases, and preparation of written correspondence
- Provide receptionist support to include greeting visitors and answering/routing phone calls and email inquiries
- Provide friendly customer service to faculty, staff, students, parents, teachers, high school students, patients, and community regarding University and Office of Communications events and informational resources
- Assist with annual special events, including Graduations, White Coat Ceremony, Chippin' in for Students golf outing, Bright Lights Shining Stars fundraising gala, University holiday events, high school health careers programs, and others
- Coordinate special projects as needed, including media reports, faculty lecture series, faculty guest radio schedule, speakers' bureau, and work-study student assistance
- Track and update various written Communications projects, including annual program flyers, monthly Clinic faculty bios, monthly Clinic reports, and annual graduation student press releases
- 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 be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED and 3-5 years administrative support experience required. One year certificate from college or technical school and/or Associate degree and 5-7 years relevant working experience preferred. Experience working in a team and customer service oriented environment. Excellent written and verbal communication skills.
Computer proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
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 occasionally lift and /or move up to 10 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; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, including 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/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)