CPHS Administrative Assistant 2 – 999510

Title: CPHS Administrative Assistant 2 – 999510

Position Number: 999510

Unit/Department: Dean's Office Pharmacy & HS

FTE: Full-time

Salary: Commensurate with experience 

Department Summary:

The Drake University College of Pharmacy and Health Sciences is excited to hire a highly organized administrative assistant who will excel in a multi-faceted position working with college administrators, faculty, staff and students. This position will support external partnerships, assist and support the general needs of the simulation and clinical lab spaces, manage use of instructional equipment, and complete other similar office tasks. Excellent problem-solving skills, oral and written communication skills as well as the ability to demonstrate initiative and independent decision-making skills meeting multiple deadlines is necessary. Position requires the development of a thorough knowledge of College and University policies and procedures. Position requires the establishment of a collegial, collaborative working relationship with administrators, faculty, staff and students.

Job Summary:

The Drake University College of Pharmacy and Health Sciences is excited to hire a highly organized administrative assistant who will excel in a multi-faceted position working with college administrators, faculty, staff and students. This position will support external partnerships, assist and support the general needs of the simulation and clinical lab spaces, manage use of instructional equipment, and complete other similar office tasks.

Excellent problem-solving skills, oral and written communication skills as well as the ability to demonstrate initiative and independent decision-making skills meeting multiple deadlines is necessary. Position requires the development of a thorough knowledge of College and University policies and procedures. Position requires the establishment of a collegial, collaborative working relationship with administrators, faculty, staff and students.

We welcome candidates whose experience has prepared them to actively contribute to our commitment to diversity and excellence.

Minimum Qualifications:

• Associate or Bachelor’s degree
• 1-3 years work experience
• Excellent oral and written communication skills
• Proficiency with email, calendars, scheduling appointments and meetings
• Ability to operate multi-function printing, scanning and fax machines

Preferred Qualifications:

• Higher education experience
• Basic accounting skills and budget knowledge
• Experience and proficiency using Microsoft Office products (Outlook, Word, Excel, Power Point, TEAMS) and Adobe Acrobat
• Supervisory experience
• Problem-solving, oral and written communication, project initiative and management, independent decision making, and multi-tasking skills

Job Duties:

• 45% - Association Management: Schedule and attend monthly meetings with board president as well as association board. Prepare and distribute meeting agendas, minutes and monthly financial statements. Monitor email accounts disseminating emails to appropriate board members. Ensure accurate processing and tracking of association’s financials, including expenses and revenues. Collaborate with association CPA to prepare monthly financial statements for board meetings. Organize and maintain documentation for filing annual taxes. Monitor and organize documents within association’s cloud–based storage. Supervise and collaborate with interns in using email marketing software to create and distribute weekly newsletters. Coordinate with Recruitment and Strategic Development to create and distribute annual membership renewal communications. Maintain membership records, invoicing, and payments. Update and revise association’s website as needed. Plan, coordinate and organize multiple conferences in collaboration with board members, including reserving space, organizing catering, monitoring financials and invoicing, ordering and organizing supplies, utilizing graphic design platform to create programs and posters, creating schedules, and administrative duties. Support the yearly transition of board members, ensuring appropriate information is documented and collected. - (Essential)
• 30% -  Simulation and Lab Support: Assist and support the general needs of the simulation and clinical lab spaces.  Manage and oversee room reservation for all CPHS faculty & staff for CPHS simulation and lab spaces in EMS. Manage all recordings for CPHS simulations and labs.  Ordering, oversight and inventory management of supplies and materials. Contact and schedule s