Admin Assist to Dean SONHS

Summary

Responsible for administrative support for the Dean of the School of Nursing & Health Sciences. Serves as the contact person between university departments, external agencies and the Dean. Collaborates with School leadership to advance the mission of the SONHS within the University. Provides administrative direction to advance the School's strategic goals and its regular operation. Serves as a resource for SONHS faculty and staff.

The nature of this position is highly confidential.

1. Provides administrative assistance to the Dean and Directors within SONHS, including correspondence with faculty, staff, university departments and outside vendors.

2. Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow up on matters arising from meetings.

3. Schedules Dean's appointments and travel arrangements.

4. Manage payments from the SONHS budget. Tracks faculty professional development funds. Processes reimbursements for employees through the procurement system. Responsible for payment of annual memberships and dues. Responsible for payment of bills for goods and services by obtaining Purchase Orders and submitting for final payment upon receipt of goods and services. Work with accounting department to set up new vendors and track General Ledger lines.

Processes monthly credit card expenses.

5. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.

6. Assists in the data gathering and storage of accreditation reports

7. Performs office management tasks: ordering and organizing office supplies; logistical coordination for office initiatives and events, including mailings; assisting with building management requests; providing backup phone and staffing coverage; serving as a point person for administrative and operational needs of the SONHS.

8. Schedules, coordinates and attends School of Nursing & Health Sciences meetings. Prepares agenda and meeting documentation records minutes and archives files from meetings.

9. Job Posting: initiates job postings in Neo Ed, an online Human Resources portal. Communicates with Human Resources and Directors to post faculty and staff positions.

10. Hiring:
Communicates with job candidates regarding scheduling interviews, obtaining transcripts, and health records. Collaborates with Human Resources to onboard new hires.

11. Coordinates logistics of SONHS faculty offices, scheduling tech moves with IT and furniture moves with Facilities.

12. Keeps track of office keys. Distributes keys to new faculty and staff and collects keys, badges and laptops when offboarding employees.

13. Clean and organize closets and files. Disposing of paper files when appropriate.

14. Maintains highest degree of confidentiality regarding SONHS information.

15. Other duties as assigned.

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. Reasonable accommodations will be made to enable individuals with disabilities who are otherwise qualified to perform the essential functions.

* Experience as an Administrative Assistant or Office Coordinator.

* Ability to switch gears at a moment's notice.

* Bachelor's degree in business or related field preferred

* Excels in customer service across a broad range of constituencies within the University and the community.

* Ability to organize and think independently with attention to detail and deadlines

* Ability to prioritize tasks and manage concurrent projects.

* Support for the Mission of Saint Xavier University and the Mercy Tradition's value of service to others (https://(Use the "Apply for this Job" box below).).

* Excellent written and verbal communication skills.

* High level of proficiency in advanced functions of Word, PowerPoint, Excel and Outlook Office, Adobe Acrobat Pro and Zoom

* Strong interpersonal skills, including the ability to write reports and correspondence and to speak effectively to various constituencies.

* Ability to maintain confidentiality of records and information and to handle sensitive matters with judgement, tact, and diplomacy.

* Attention to detail and ability to multi-task, meet deadlines and prioritize.

* Able to facilitate teamwork in an environment dealing with a broad range of issues.

Items to Include

Cover Letter, Resume, Three References

We inspire success by working together to provide meaningful, personalized service in a spirit of excellence. SXU seeks candidates that deliver value-added services in a responsive, collaborative, effective, and respectful manner.

The University is committed to diversity and encourages applications from individuals with a wide variety of backgrounds and…