Administrative Assistant

Overview:

The Administrative Assistant works closely with other areas of the University to ensure seamless and inclusive service to all that visit or seek the services of the Office of Student Counseling and the Office of Student Involvement. The successful candidate must also demonstrate the University’s core values of social justice, intellectual pursuit, and service to humanity through their work.

Our values surrounding social justice, intellectual pursuit, and service to humanity are steadfast and are clearly visible in the actions of our students, faculty, staff, and graduates.

We invite you to apply to our position for consideration to join the ranks of our diverse, talented, and professional staff and faculty. Please visit the tun.touro.edu/administration/human-resources website where you can see a comprehensive listing of optional benefits and Human Resources contact information.

Responsibilities:

1. Perform general office and reception duties including answering the telephone, taking and delivering messages, checking and answering emails, copying and dissemination of materials, filing, imaging documents and indexing electronic files, and preparation of standard office forms
2. Assists with scheduling and managing of Student Counseling Services staff calendar
3. Order and maintain office supplies and equipment
4. Operate office equipment including but not limited to computer, copier, fax, printer, and calculator
5. Process purchase requisitions and assist with tracking budget expenditures
6. Assist with travel arrangements, travel reimbursements and other documents in a timely and accurate fashion
7. Prepare for meetings, take meeting notes, transcribe minutes, and distribute minutes
8. Schedule room reservations
9. Compose and edit correspondence
10. Assist with maintaining and organizing the Office of Student Involvement warehouse inventory
11. Assist the Division with creating advertisements for student events and programs
12. Assist with planning, set up, and tear down of all sizes and types of student events and programs
13. Participate in student events such as, but not limited to, orientation, white coat ceremony, commencement, etc. as needed, which may include occasional evening and weekend commitments.
14. Assist with recruiting volunteers for student events and programs
15. Must adhere to confidentiality rules as set forth by the Family Education Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA) when working with students using Student Counseling Services
16. Support and contribute to an inclusive environment for students, faculty, and staff (e.g., race/ethnicity, sexual orientation, class, age, religion, nationality, ability, and other identities)
17. Other duties to be assigned as necessary

Qualifications:

Education:

• High School Diploma or GED required

Experience:

• Microsoft Office experience required
• Three years office/clerical administration experience required
• Higher education experience preferred
• Intermediate computer skills which entail word-processing, spreadsheet, database, presentation and calendar software programs
• Experience with electronic health record software preferred
• Knowledge of and/or experience in working with people of diverse and differing backgrounds

Skills & Abilities:

• High degree of proficiency with word processing and data management programs, with attention to accuracy and detail
• Strong organizational skills
• Ability to multi-task
• Superior customer service skills
• Experience with and enthusiasm about working with individuals from diverse backgrounds.
• Ability to problem-solve and multi-task in a busy environment
• Communicate effectively, both orally and in writing
• Work independently and as a team member
• Strong interpersonal and communication skills
• Ability to stay on task with constant interruptions
• Ability to be flexible and patient
• Ability to maintain confidentiality
• Maintain professional appearance and collegial attitude
• Ability to be prompt and dependable