Administrative Assistant III - SPAHP Office of Admission

Position Summary:

The Administrative Assistant III position performs complex, advanced, diversified, and confidential administrative duties for the School of Pharmacy and Health Professions Office of Admission. Additionally, the Administrative Assistant will provide general support to other SPAHP areas, as needed. This role will serve as a greeter for current students, prospective students and their guests, faculty and staff and other visitors to a large, diverse office suite to include Admissions, Office of Academic and Student Affairs, and two school departments. The Administrative Assistant also coordinates with staff, faculty, students, and campus partners on campus visit coordination.  This position will answer the phone, respond to routine questions, provide information, direct inquiries and make outbound calls to assist in recruitment and admission. The position supports the budget management of the assigned areas to include overseeing p-card expenses, processes invoices, expense reimbursements, direct payment requests, and makes travel arrangements.  This role performs routine clerical and administrative functions such as drafting and preparing a variety of documents, letters, and reports, scheduling meetings and appointments, organizing and maintaining paper and electronic files, and provides administrative support to the Directors of Admission and Recruitment, the Admission Recruitment Team, and SPAHP Admission Committees within the School. This includes obtaining equipment, services, and supplies needed by the departments, and assisting with special events. Other duties as assigned.

Minimum Qualifications:

Education & Experience:

·         High school diploma or equivalent required. 

·         Associate or Bachelor’s degree preferred. 

·         6 years' administrative and/or office management experience.

Knowledge, Skills, and Abilities: 

·         Proficiency in Microsoft Office Suite to include Word, Excel, PowerPoint, and Outlook at a high level.

·         Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, video conferencing, and other office procedures/processes.

·         Ability to communicate effectively (verbal and written).

·         Excellent customer service skills to include the ability to assess inquiries and provide appropriate information or resolution using judgment and available resources.

·         Proven ability to maintain confidentiality.

·         Ability to coordinate and prioritize work with multiple and conflicting demands in a deadline-oriented environment.

·         Ability to be collaborative and work in a team environment.

·         Demonstrated professionalism.

·         Must be dependable/accountable.

·         Excellent organizational and time management skills

·         Able to work with people at all levels.

·         Must be a self starter and able to complete tasks on their own with little or no supervision.

Essential Functions:

·         Maintain continual front desk/phone coverage. Greet visitors to suite (phone and in person), answer and direct inquiries, and provides assistance as needed.

·         Collaborates with visitors/guests, faculty, staff, students, and campus partners on campus visit coordination

·         Schedules meetings and student appointments as requested

·         Assist with outbound calling and contact to support recruitment and admission efforts

·         Track activities in Creighton CRM, and assists with documents and reports

·         Supervise student worker(s)

·         Execute prospect mailings

·         Perform general office duties for the Office of Admission including incoming and outgoing mail, coordinate facility workorders and other requests for university support

·         Order office supplies and equipment

·         Assist with submission of TERs and other budget and expenses tasks.

·         Prepare supplies as needed for Admission Events

·         Provide administrative support to Directors of Admission and Recruitment and Recruitment Team

·         Assist with special projects as requested

·         Provide administrative support to admission committees of the School

·         Provide OASA and academic departments with reception desk duties