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Academic Program Assistant - Administrative Assistant

Company: University of St. Augustine for Health Sciences
Location: Austin
Posted on: June 25, 2022

Job Description:

The Academic Program Assistant is responsible for providing administrative, logistical, and operational support for all aspects of the assigned academic program. This includes support required by the academic leadership team, faculty and students. The incumbent interacts regularly with academic support personnel and other departments across the campus and the University concerning all aspects of program operation.
Event Coordination, Support and Logistics

  • Assist in the planning and preparation of all academic-related events including, but not limited to, commencement, student honor society, white coat and pinning ceremonies, program retreats, and guest speaker engagements.
  • Coordinate new student orientations with Student Services and Program Directors.
  • Attend all academic events to provide on/off campus support; may require occasional weekend and evening hours.
    Program Administration
    • Manage and maintain projects for the university including, but not limited to, faculty credentials and documentation, faculty course assignments, course syllabi and booklist, student status rosters, assessments, contact lists, and databases management.
    • Assist with acquiring faculty and university accreditation documentation to include annual CEUs, updated CV, licensure requirements, etc., and coordinating across departments to ensure required information is captured in the accreditation files in a timely manner.
    • Assist with the coordination and scheduling of candidate interviews including meeting invitations, preparing onboarding schedules, room preparation and set-up.
    • Responsible for overseeing the day-to-day administrative functions of the program and university related activities.
      General Administration
      • Provide administrative support for the program by performing tasks such as scheduling meetings, maintaining files, expense tracking reports, travel arrangements, taking meeting minutes, delivering materials to the classrooms, and business card requests.
      • Serve as a campus contact and liaison for faculty, staff, students, alumni, visitors, or outside agents to relay University information, policies, procedures, and student-related and departmental activities.
      • Provide reception and front desk coverage to the Customer Service Coordinator as needed (i.e., lunch breaks, vacations, illness, etc.)
      • Assist in the development and maintenance of the term class schedule.
      • Serve as a member of the Campus Readiness Team (Safety) and on the campus reentry team as needed.
        OTHER DUTIES AND RESPONSIBILITIESMay perform other duties and responsibilities deemed necessary.
        POSITION IN ORGANIZATIONReports to: Academic Program Director or designee Positions Supervised: This position has no direct reports but may manage student worker schedules and timesheets, if assigned
        TECHNICAL, MANAGERIAL & PEOPLE SKILLS REQUIREDTo perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Incumbents will be evaluated, in part, based on performance of each essential function. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
        • Excellent communication skills, both verbal and written, including communicating with tact and discretion.
        • Must have excellent project management skills, the ability to manage competing priorities, and the ability to build and maintain strong partner relationships.
        • Demonstrated ability to establish and maintain positive working relationships with the public, supervisors, students, professional staff/faculty and co-workers.
        • Willingness to work a flexible schedule when required.
        • Professional demeanor with the ability to maintain confidentiality.EDUCATION and/or EXPERIENCE
          • Minimum of high school diploma or equivalent; Bachelor's degree or vocational training in office skills highly preferred.
          • Minimum of three years of experience as an administrative assistant
          • Intermediate to advanced experience with Microsoft Office products such as Windows, Word, Excel, PowerPoint.LICENSURE and/or CERTIFICATIONNot applicable
            TRAVELPosition may be required to travel to other campuses to support academic events.
            BUSINESS COMPETENCIESTo perform the job successfully, an individual should demonstrate the following competencies:
            • Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
            • Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
            • Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
            • Drives Results - Consistently achieving results, even under tough circumstances.
            • Innovation - Creating new and better ways for the organization to be successful.
            • Customer Focus - Building strong customer relationships and delivering customer-centric solutions.
              WORK ENVIRONMENTWork is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary.

Keywords: University of St. Augustine for Health Sciences, Austin , Academic Program Assistant - Administrative Assistant, Administration, Clerical , Austin, Texas

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