Administrative Assistant to the Dean

Posted:  May 2022

Administrative Assistant to the Dean

Reporting directly to the Dean of the School of Nursing & Health Sciences, this role supports the Dean’s Office with a wide variety of administrative, clerical, and customer service responsibilities requiring coordination of activities with the School of Nursing & Health Sciences, the University, and the community. The ideal candidate will have higher education experience, proficiency in MS Suite with intermediate to advanced Excel skills.  Ability to effectively complete tasks in an efficient manner, and maintain confidentiality. 

Employees must understand the mission of Catholic Higher education and be committed to the core values, mission, goals, and objectives of Holy Family University. 

Responsibilities (not all inclusive)

  • This position reports for regular in-person weekday hours. 
  • Receives visitors and ensures the guest experience is welcoming; responds to incoming contact of various kinds (e.g. phone calls, voicemail, emails) in a timely and highly professional manner.
  • Prepares correspondence and other documents, which may include drafting letters, completing surveys, creates spreadsheets including pivot tables and graphs, proofreading documents, and prepares presentations. 
  • Manages complex calendars, makes room and catering arrangements.
  • Coordinates event planning in collaboration with faculty and staff to ensure a functional, pleasant, and streamlined experience.
  • Maintains accurate and organized electronic and paper files for the office.  Responsible for onboarding of faculty, including adjuncts paperwork. 
  • Processes financial requests for the School of Nursing & Health Sciences, contacts outside vendors, maintains confidential documents related to hiring and evaluations and student records.
  • Any other duties assigned by the Dean.

Qualifications

  • High school diploma or equivalent and experience in an administrative setting, preferably in an institution of higher education, with CCNE and AACN accreditation submissions experience. 
  • Three (3) or more years of customer service or office administration experience
  • Computer literate with MS Office Suite, Google Workplace, and the Internet
  • Must have excellent interpersonal, verbal, and written communication skills
  • Must have excellent planning, time management, and organizational skills
  • Ability to respond appropriately to pressure, deadlines, and changes in priorities and schedules
  • Demonstrated ability to work effectively with diverse groups of people
  • Ability to work independently, think critically, manage and prioritize multiple tasks
  • Ability to handle complex and confidential information with discretion

Required Knowledge, Skills and Abilities

  • Knowledge of and ability to follow university policies and procedures. 
  • Ability to establish and maintain effective working relationships with the campus community. 
  • Knowledge of and ability to follow university policies and procedures.
  • Ability to establish and maintain effective working relationships with the campus community.
  • Knowledge of the local community, or willingness to learn about the local community.
  • Knowledge of Google Workplace applications, and Ellucian Colleague or other similar database systems.
  • Knowledge of teleconferencing programs; WebEx Meeting and Zoom preferred, but not required.

Review of resumes will begin immediately and continue until the position is filled.  To apply, submit resume and cover letter to careers@holyfamily.edu.