| Job Title | Administrative Assistant II |
| Summary | The Administrative Assistant II performs all administrative and clerical support for the College in accordance with established guidelines and procedures. This position reports to the Dean and is critical for the smooth functioning of the College of Health. It requires a high degree of professionalism, discretion, tact, sensitivity, independent judgment, and ability to multitask. Writing skills and ability to interact effectively with senior administrators, executives, alumni, faculty, staff, and students are also important to successful performance of duties. |
| Duties and Responsibilities | - Responsible for phone/reception duties, including screening, scheduling, and placing calls for the Dean and the Associate Dean(s); greet visitors and perform general office duties including filing, record keeping.
- Prepare documents for the Dean’s office; participate in maintenance, management, and archival of electronic files for the Dean’s office and College of Health generally, especially documents related to accreditation.
- Organize and schedule meetings, itineraries, etc. for the Dean and the Associate Dean(s). Responsible for travel arrangements for the Dean’s office staff. Handles and organizes the Dean’s calendar (includes providing briefing materials for upcoming meetings/events, and preparing copies of daily schedules).
- Responsible for all outgoing and incoming correspondence for the Dean’s office, including drafting and proofreading.
- Manage events held and/or sponsored by the College of Health, including reserving rooms and equipment, tracking RSVPs, ordering food, preparing materials, name tags, etc.
- Take minutes at the College of Health meetings as needed; prepare agenda and materials for distribution as directed by the Dean.
- Collect, maintain, and track syllabi files for all courses in the College of Health.
- Manage faculty teaching contract process and workflow in coordination with Department Chairs, Associate Dean, and the Provost’s office. Prepares confidential contracts and letters; keeps all sensitive material (written, electronic) safe and protected.
- Process stipends, grade changes, independent study contracts, self-designed major and minor requests, addition to schedule forms, and addition to banner catalog forms.
- Implement College of Health administrative process to include but not limited to: faculty travel request process, academic dishonesty reports filing and tracking, advising/registration information.
- Initiate and maintain the College of Health calendar and monitor college of health specific email address.
- Mail and publish the dean’s list each semester.
- Hire and supervise work-study student(s); oversee hours, schedules, employee payroll entry, assigning student worker responsibilities, and ensuring completion of assigned tasks.
- Assist students with any questions, processing petitions, appointments, etc.
- Manage office stores and inventories (including food and beverage items for various events).
- Purchase items via p-card as requested and approved for non-p-card holders and submit monthly reports.
- Develop and maintain the healthcare alumni database.
- Prepare reports (i.e. enrollment data, alumni, accreditation, etc) as requested by the Dean.
- Spearhead administrative process for continuing education programs, including compliance requirements to support the COH education, conference and workshops.
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| Required Qualifications | - High school diploma or equivalent
- 1-3 years of experience in an office setting or healthcare setting
- Proficient in Microsoft Office Suite and Google G Suite
- Excellent communication and organizational skills to deal with a large number of faculty, students, alumni, clinicians and industry partners
- Organized and detail-oriented, able to work independently, prioritize workload with minimal supervision, maintain confidentiality, and work effectively with other university offices
- Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world
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| Preferred Qualifications | - Associate or Bachelor’s degree
- 3-5 years of relevant experience in an office or healthcare setting
- Database management experience (i.e Slate, Tableau, etc)
- Experience with Banner or other Enterprise Resource Planning (ERP) software
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| Normal Work Location, Hours and Conditions | This position works in-person from our campus in University Heights, Ohio. Generally, 37.5 hours per week, 12-month a year. This position may also require that work be performed outside of normal business hours when necessary. |
| Physical Requirements | Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information. |
| Hours | Full Time |
| FLSA | Non-Exempt (Hourly) |
| Compensation & Benefits | $ – $ per hour, commensurate with qualifications. This position offers a generous Total Rewards package that includes health and dental insurance options, paid vacation, personal, sick, and mission time, holidays, 403 (b) retirement plan, life insurance, and tuition remission benefits for you, your spouse, and children. |
| About John Carroll University | John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences and the Boler College of Business, which both include graduate programs. The University offers 39 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master’s level.
The University enrolls approximately 2,500 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 14:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine’s top 10 rankings of Midwest regional universities for more than 30 consecutive years. |
