Administrative Assistant III - SPAHP Dean's Office

Job Description

The Administrative Assistant III position performs complex, advanced, diversified, and confidential administrative duties for senior leadership in the School of Pharmacy and Health Professions within the Dean’s Suite. This role performs high-level coordination, complex scheduling, confidential data management, and project support. Responsibilities include budget tracking, compiling data and creating financial reports, processing payments, managing contract approval routing, managing office supplies, and P-Card processing.

This position will answer and direct incoming calls and emails, greet and assist visitors, draft and prepare a variety of documents, schedule meetings, organize and maintain paper and electronic files, make travel arrangements, take minutes, and provide general office support. The Administrative Assistant will provide support with the Dean’s newsletters. This role will also provide general support to other SPAHP areas, as needed, to include assisting with continuing education courses and data and information management.

This position will collaborate with the Executive Assistant to support the Dean. Other duties as assigned.

The Administrative Assistant III position performs complex, advanced, diversified, and confidential administrative duties for senior leadership in the School of Pharmacy and Health Professions within the Dean’s Suite. This role performs high-level coordination, complex scheduling, confidential data management, and project support. Responsibilities include budget tracking, compiling data and creating financial reports, processing payments, managing contract approval routing, managing office supplies, and P-Card processing.

This position will answer and direct incoming calls and emails, greet and assist visitors, draft and prepare a variety of documents, schedule meetings, organize and maintain paper and electronic files, make travel arrangements, take minutes, and provide general office support. The Administrative Assistant will provide support with the Dean’s newsletters. This role will also provide general support to other SPAHP areas, as needed, to include assisting with continuing education courses and data and information management.

This position will collaborate with the Executive Assistant to support the Dean. Other duties as assigned.

• High school diploma or equivalent required.
• Associate or Bachelor’s degree preferred.
• 6 years' administrative and/or office management experience.
• Experience in a senior administrative or executive assistant role preferred.
• Some finance/accounting experience preferred.

• Advanced proficiency in Microsoft Office Suite to include Word, Excel, PowerPoint, and Outlook.
• Skilled in virtual collaboration platforms, including Zoom and Microsoft Teams, for effective remote communication across multiple campuses and locations.
• High attention to detail, discretion, and ability to work independently.
• Ability to communicate effectively (verbal and written).
• Excellent customer service skills to include the ability to assess inquiries and provide appropriate information or resolution using judgment and available resources.
• Proven ability to maintain confidentiality.
• Ability to coordinate and prioritize work with multiple and conflicting demands in a deadline-oriented environment.
• Ability to be collaborative and work in a team environment.
• Demonstrated professionalism.
• Must be dependable/accountable.
• Excellent organizational and time management skills.
• Able to work with people at all levels.
• Must be a self-starter and able to complete tasks on their own with little or no supervision.

• Maintain continual front desk/phone coverage. Greet visitors to the Dean’s Office and provide assistance as needed. Perform general office duties for the Dean’s Office.
• Facilitate virtual meetings for 30+ attendees using Zoom or Microsoft Teams, leveraging breakout rooms, polling, screen sharing, and other features. Must be comfortable hosting and troubleshooting technical aspects of video conferencing.
• Coordinate Facility work orders and other requests for University…