Health Professions Program & Leadership in Medicine Administrative Assistant

Provides organizational and clerical assistance to ensure the smooth operation of both the HPP and LIM programs, while also assisting the Dean of Studies with broader academic administrative responsibilities. This is a full-time, 37-hour-per-week position that typically allocates approximately 30 hours per week to supporting the Health Professions and LIM programs and approximately 7 hours per week to supporting the Dean of Studies.

Work Days: Monday-Friday
Shift Start/End Time: 8:30 am-4:54 pm with an hour lunch
Hours Per Week: 37
Weeks Per Year: 52

Pay Status and Classification: Non-exempt, Regular full-time.

Work Location: This position is an onsite role is not eligible for a hybrid work schedule.

Supervisor: Dean of Studies

Position Purpose: The administrative assistant for the Health Professions and Leadership in Medicine(LIM) program provides organizational and clerical assistance to ensure the smooth operation of both programs, while also assisting the Dean of Studies with broader academic administrative responsibilities.

This is a full-time, 37-hour-per-week position that typically allocates approximately 30 hours per week to supporting the Health Professions and LIM programs and approximately 7 hours per week to supporting the Dean of Studies.

Primary responsibilities include managing schedules, coordinating meetings and events, maintaining student records, staying up to date on program policies, changes and standards, financial tracking and budgeting, and communicating with prospective, current and graduated students. In addition to program-
specific tasks, the role includes supporting associated administrative tasks and special projects related to the Dean of Studies office. This role requires strong organizational skills, attention to detail, and the ability to support faculty and staff in the execution of program objectives.

Essential Responsibilities and Duties:

Office Support:

Health Professions and LIM Program

• Serves as the first point of contact for visitors. Manages all office communications and newsletters. Monitors general office inbox to sort and direct emails. Assists during meetings recording and organizing content. Keeps an organized file system of communication between program directors and key stakeholders/students.

• Maintains/updates websites for both programs, ensuring information is current and accessible; facilitates document storage and sharing between Union and outside partners for both programs.

• Manages inventory and orders office supplies as needed.

• Manages office budgets through multiple cost centers and oversees office expenses/purchases/reimbursements. Develops a working knowledge of Workday to process payments, reconcile transactions, and complete finance tasks. Prepares budget reports and assists with financial planning.

Dean of Studies

• Assist with administrative office needs (e.g. budget reports, reconciling workday transactions, website maintenance).

Administration:

Health Professions and LIM Program

• Manages all office logistics regarding events, committee meetings, workshops, and office-sponsored programs/events (i.e. room reservations, dining services, instructional technology or any other campus contacts necessary for organizing events).

• Develops and maintains spreadsheets to track student progress and outcomes. Maintains student files and portfolios/credential files for professional school applicants and current LIM students with dual Clarkson enrollment. Updates alumni tracking documents.

• Manages time-sensitive committee letter submissions to professional schools; maintains records of materials sent and acknowledgements from professional school application services.

• Maintains student database and updates census quarterly; runs queries as needed.

• Assists with preparation of assessment data, acceptance reports and LIM Policy & Promotions materials.

• Remains up-to-date on program policies and procedures as well as keeping a clear record of policy changes for each program, including through Union College, partner schools and the State Education Department.

• Serves as a primary liaison between the programs and Union College Registrar as well as oversight for communication regarding program and graduation requirements. Communicates with program directors and students directly when issues arise.

Dean of Studies

• Assist with administrative scheduling.

• Support administrative tasks related to academic programs and process