Administrative Assistant, Department of Allied Health Sciences
21 days ago
Albany
Job Description Position Summary: Albany College of Pharmacy and Health Sciences is seeking an Administrative Assistant to provide administrative support to the Chair and faculty (11 full-time, 3 part-time, and 10-12 adjuncts) of the Department of Allied Health Sciences. Allied Health Sciences houses five accredited programs in addition to the soon-to-be launched PA program. Interested candidates should submit their resume online at acphs.edu/careers. Applications will be reviewed on a rolling basis. This position is expected to begin in January 2026. Major Duties & Responsibilities: Office Support and Logistics • Provide general office support for both full-time and part-time faculty department members., • Compose and type correspondence and memos., • Proofread materials prepared by the Chair., • Order office and instructional supplies as needed., • Maintain Department supplies, • Greet all students, visitors, and personnel in HAB., • Answer/direct incoming calls, places outgoing calls as directed, and assist faculty with telephone problems., • Supervise Department’s work study students., • Train in use of equipment., • Coordinating faculty requests for work study student’s assistance with projects., • Facilitate Time Sheet submissions to Finance., • Maintain a filing system for Departmental documents., • Prepare letters, memos, records, and other related documents from rough drafts and corrected copies; proofread completed materials and make edits., • Schedule meetings for the Department Faculty, and Department committees, including meetings with the Chair and classroom observations conducted by the Chair., • Provide scheduling and logistical support for Department meetings and retreat., • Room reservations and arrangements for refreshments (as needed)., • Send Outlook calendar invitations to meetings to campus community members and outside individuals., • Creation and management of meeting minutes., • Monitor and arrange for the pick-up of paper shred bins., • Maintain and update the Departmental guidebook for new faculty., • Maintain and update the directory of departmental personnel., • Facilitate faculty office moves., • At conclusion of office moves: confirm office locations and extensions with IT and physical plant, ensure all have the keys needed, ensure office furniture is moved, update door signs, update department directory, ensure that faculty directory on is accurate., • Liaison to Physical Plant, IT, and outside vendors. Responsible for reporting all technology and copier issues to the appropriate individuals including, but not limited to:, • Attempts to fix copier jams prior to placing service calls., • Places outside service calls for copiers., • Places outside services calls for AHS instructional equipment., • Physical Plant workorders (e.g., A/C installation and removal)., • Serves as a liaison between students and faculty to help to arrange meetings (i.e., notifying faculty of student inquiries, directing students to information regarding faculty office location and hours)., • Canvas LMS Course set up., • Enroll faculty in courses and arrange for their access to relevant content areas., • Enroll pertinent staff as Teaching Assistants in Canvas per Chair’s direction., • Enroll SAC Tutors as Guests and OSA Advisors as Advisors, • Obtain requisite approval from faculty member(s) instructing the course., • Coordinate Student Evaluations., • Work with IT to maintain and update the list of the Department’s student evaluations., • Add Chair-requested additional questions to evaluation questionaries for Departmental courses, as needed., • Collate the results of course and instructor evaluations for faculty (courses taught) and the Chair (both individual faculty and departmental results)., • Prepare evaluations for distribution to faculty., • Assist faculty, part time and full time, with the submission of mid-term and final course grades., • Forward student questions/requests to faculty as needed., • Assist with exam preparation and execution., • Preparing paper copies of exams and exam sheets., • Assisting with student proctoring as needed., • Assisting with the entering of exam grade as needed., • Reserving classrooms/lecture halls for help sessions., • Collect course syllabi from faculty each semester. Maintain an archive of Department course syllabi., • Work with IT to prepare cases in Faculty180 to facilitate annual evaluations and tenure/promotion/third-year review., • Assist in faculty recruitment process., • Arrange virtual (Zoom) initial interviews., • Arrange itineraries for candidates invited for a second interview, including making hotel and restaurant reservations, scheduling faculty meetings, and arranging seminars., • Email itinerary to pertinent parties., • Notify the campus community (faculty/students/staff) of the candidate’s presentation/seminar., • Reserve a room for the candidate’s presentation/seminar., • Serve as a liaison with the candidate, providing directions to the college, answering any questions, sending the finalized itinerary/travel arrangements, and processing requests for travel reimbursement (if needed)., • Assist in the onboarding of new faculty members., • Confirm office location and phone extension., • Schedule appointment with IT for laptop preparation and pick-up., • Order office supplies and coordinate requests for any office items needed (e.g., bookcases, file cabinets, whiteboards)., • Processing of purchasing requests as directed., • Obtaining quotes from vendors as necessary., • Become proficient with the use of Ariett purchasing/budging software., • Submitting requisitions., • Marking items as received., • Assist in the tracking of all departmental spending (against the department’s supplies, equipment and travel budgets)., • Assists the Chair with management of the Department Travel budget:, • Facilitate the collection of faculty travel requests at the beginning of the fiscal year., • Assist faculty with travel reimbursement forms for submission to the Chair and to Finance., • Assist in obtaining any information which may be needed for preparation of the Department’s annual budget request., • Processing of departmental purchase orders, check requests, Bookstore Orders, and Visa statements., • Assigning accounting information to invoices., • Help facilitate budget modifications as needed., • Work with Program Directors to organize and maintain accreditation-related documents, reports, and records., • Help Program Directors coordinate meetings, site visits, and other events related to accreditation., • Create and maintain minutes for meetings related to accreditation., • Assist Program Directors and faculty with the preparation of reports (self-studies, annual reports) and other documentation required for program accreditation submissions (i.e., accrediting bodies, NYSED)., • Assist in facilitating communication between various stakeholders involved in the accreditation process, including faculty, staff, and accrediting bodies., • Serve as a liaison between the Program Director and Academic Affairs to ensure the maintenance and updating of databases and spreadsheets related to accreditation data., • Acquire and maintain an understanding of the accreditation processes for accredited programs house in the Department., • National Accrediting Agency for Clinical Laboratory Sciences (NAACLS), • Commission on Accreditation of Allied Health Education Programs (CAAHEP), • Commission on Collegiate Nursing Education (CCNE), • Council on Education for Public Health (CEPH), • Become familiar with College policies and procedures; directs students and faculty as necessary., • Provide administrative and logistical support for Departmental seminars, events, and activities (including Capstone and White Coat ceremonies) under the general supervision of the Chair or faculty member organizing the event., • Make contacts with dining services, instructional technology, or any other campus contact necessary for the event., • Create and post seminar flyers as needed., • Provide spreadsheet and data entry support as needed., • Provide graphic support for faculty in the production of course materials., • Perform other related duties as assigned within the parameters of the job description, including, but not limited to, scanning of articles, completion of large print jobs, and the review and edit of faculty manuscripts., • Demonstrate the ability to both work independently with little direction and work confidentially with discretion., • Dedication to the mission of the Department and the College., • Attention to detail., • Demonstrates excellent organizational skills., • Demonstrates excellent oral and written communication skills., • Demonstrates a positive attitude and work ethic., • Interacts professionally and effectively with members of the Department as well as members of the College community., • Demonstrates efficiency by observing schedules and meeting assignment deadlines., • Able and willing to proactively identify and pursue relevant learning and professional development opportunities, and apply new knowledge, insights, and skills to enhance work results., • Proficiency in Microsoft Office (including Word, Excel, Outlook, and Access), Adobe and Internet searches. Proficiency in Canvas., • HS Diploma/GED Required. AAS Degree preferred. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk, climb, or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work Environment: While performing the duties of this job, the employee is not substantially exposed to adverse environmental conditions. Additional Information: This position is based in Albany, NY. The duties and responsibilities of this particular role require the need for consistent, in-person collaboration and/or interaction with our community, requiring all work to be performed full-time on-site. Standard work hours are from 8:30 AM – 4:30 PM EST, Monday through Friday. Additional details pertaining to this position will be discussed during the interview process. Benefits: Albany College of Pharmacy and Health Sciences (ACPHS) offers a comprehensive benefits package for full-time employees including medical, dental and vision benefits, free life insurance and disability programs, tuition assistance programs, retirement plan with employer match and contribution, and generous time off including 20 paid holidays plus paid sick and vacation time. Additional perks include wellness rewards, free gym access, free parking, identity theft protection and many others. Please note, benefits and benefits eligibility can vary by position, and exclusions may apply for some roles. ACPHS is an Equal Opportunity Employer and does not discriminate against any protected class of job applicant or employee in our hiring and employment practices.
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