Administrative Assistant

Under the direction of the Program Manager, PsyD, the Administrative Assistant will perform diverse administrative, support and clerical duties for the Program Manager, PsyD and assist in coordinating related activities in the department.  These functions will require confidentiality, initiative, and sound decision-making.  This individual will rely on excellent organizational skills and the ability to effectively handle multiple priorities.  Possess the ability to adapt procedures, processes, and techniques to the completion of the assignments and in line with the department’s activities and goals.  Additionally, this position will exercise independent judgment, escalating serious or unique problems to higher levels.  The Administrative Assistant leverages industry knowledge and best practices to promote the mission and vision of the Psy.D department and the institution. Supports culture development and management efforts. 

 

Education/Experience:

• High school Diploma or equivalent is required; Associates Degree, Bachelor’s Degree or some college courses in business administration or a related field is preferred.
• Five (5) years of successful administrative experience providing support to executive management is preferred.

 

Certifications/Licenses:

• N/A

 

K/S/A

• Intermediate level computer skills, must be proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Excellent time management and organization skills and ability to prioritize and take initiative to accommodate work flow
• Ability to work independently and as a member of a team
• Must be professional, discreet in manner in maintaining confidentiality and able to exercise discretion
• Ability to work in a high stress and fast paced environment
• Excellent interpersonal skills required, with the ability to interact with all customer groups – staff, faculty, visitors, Board of Trustee members, and the community at large
• Must be able to meet deadlines and handle multiple priorities
• Must possess excellent verbal and written communications skills to include ability to effectively handle complex questions and issues independently
• Strong business sense, and professionalism to communicate with all levels of management and staff
• Flexible and cooperative in working on team efforts with attention to detail
• Ability to adapt procedures, processes and techniques to the completion of assignments
• Accurate typing and data entry skills
• Ability to come to work promptly and regularly
• Ability to concentrate and perform accurately
• Ability to take direction and react to change productively and to handle other tasks as assigned

 

Supervision (if applicable):  N/A

 

Essential Duties & Responsibilities:

 

• Maintains positive and professional student, faculty and staff relationships
• Provides administrative support including but not limited to answering calls and routing to appropriate staff/faculty, calendar scheduling and management, materials preparation, and dissemination
• Supports Program Manager with general operational tasks
• Creates, monitors and maintains up-to-date student lists
• Develops and maintains databases to accurately track student milestone data and outcomes
• Generates and runs reports to confirm Alumni and student eligibility for Licensure Exam prep kits in advance of order fulfillment, prepare and submit invoices for payment
• Gathers data required for completion of APA Annual Report Online
• Assists in developing and maintaining digitized filing systems
• Manages logistics of student and faculty meetings; reserve rooms, send invitations, set reminders of upcoming appointments, transcribe, and prepare meeting minutes
• Actively participates in Program and University events including Commencement ceremony
• Manages communication of information to students around Program related events and activities
• Provides exam proctoring assistance
• Prepares invoices and purchase order requests

 

Universal Core Behaviors:

Communication:

• Effectively expresses oneself in all oral and written communications.
• Exhibits good listening and comprehension skills.
• Keeps others informed, as well as responds, in a timely manner.
• Demonstrates match between words and actions.
• Responds with tact, diplomacy, respect and composure when dealing with others.
• Promotes the spirit a