Administrative Assistant 3 - College of Public Health

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Job Title:

Administrative Assistant 3 - College of Public Health

Department:

Public Health | College Administration

The Administrative Assistant 3 for the College of Public Health provides advanced administrative and operational support to the Division Chairs of Health Services Management and Policy (20%), Biostatistics (20%), Health Behavior and Health Promotion (20%), and Environmental Health Sciences (20%). The position also provides administrative support to the Center for Public Health Practice (10%) and assists with college-wide initiatives, events, and special projects (10%).

This position coordinates a broad range of administrative activities to support the effective operation of assigned divisions and programs. Responsibilities include managing schedules, coordinating meetings and travel, processing administrative transactions, preparing reports and materials, and facilitating communications among faculty, staff, students, university offices, and external partners. The position exercises discretion in handling sensitive information and works independently to manage multiple priorities while supporting the day-to-day operations of assigned units.

Responsibilities:

• Coordinate and manage calendars, meetings, and appointments for assigned division chairs and program leadership.
• Prepare agendas, meeting materials, reports, presentations, and other administrative documents.
• Coordinate domestic and international travel arrangements, reimbursements, purchasing, and other administrative transactions in accordance with university policies and procedures.
• Serve as a primary administrative resource for assigned divisions and programs, responding to inquiries and facilitating communications among faculty, staff, students, university offices, and external stakeholders.
• Maintain departmental records, files, databases, and administrative documentation.
• Compile, organize, and prepare routine reports, data, and information to support division and program operations.
• Provide administrative support for meetings, committees, workgroups, and other division or center activities, including scheduling, logistics coordination, preparation of materials, and documentation.
• Coordinate division, center, and college events, including facility reservations, registration, catering arrangements, communications, and event logistics.
• Handle confidential and sensitive information with professionalism, discretion, and tact.
• Establish and maintain effective working relationships with faculty, staff, students, and university partners to facilitate accomplishment of operational goals.
• Anticipate administrative needs, monitor follow-up items, and ensure timely completion of assigned administrative processes and activities.
• Serves as backup to College’s administrative support, providing continuity of operations and administrative support for the Dean's Office as needed
• Perform other duties as assigned in support of division, center, and college operations.

Work Schedule:

Monday – Friday, First Shift

The College of Public Health believes in a healthy work/life balance, therefore, the work arrangement for this position is hybrid (i.e., remote and in-office), subject to change based upon the needs of the organization and as determined by College Leadership.

Physical Requirements:

Work is performed primarily in an office setting and involves extended periods of sitting and