Midwestern University Administrative Coordinator - AZ - College of Health Sciences Dean's Office in Glendale, Arizona
This position provides support to the Office of the Dean of the College of Health Sciences. Responsibilities include: providing general administrative assistance for the department to include generating correspondence and reports; organizing and maintaining files and records; assisting with and providing support for college events; scheduling appointments and other meetings; coordinating payroll, expense reports, accounts payable and purchasing; leading the administrative staff quarterly meetings; and performing other assigned duties.
To 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Duties and responsibilities
- Oversight of the efficient operation of the CHS Dean’s Office serving as a resource for the CHS administrative support staff (including administrative assistants, senior administrative assistants, and administrative coordinators) in the nine CHS programs in Glendale.
- Training and mentoring newly hired administrative staff in the college
- Coordination of the quarterly CHS administrative support staff meetings, including developing the agendas, inviting guest speakers, and following up with issues discussed at the meetings. These meetings not only ensure that the college’s administrative support staff are kept up to date on college and university policies and procedures, but they allow the staff of the college to network with each other on best practices and explore development opportunities to enhance their effectiveness in supporting their programs.
- Maintenance of the Administrative Staff manual, which is a resource for all CHS administrative staff on both campuses to reference on the CHS website
- Monitors compliance with the policies and procedures related to faculty requests for international consulting/conference travel.
- Responsible for compiling, preparing and submitting the monthly expense report for the college’s purchasing card and ensuring that the college faculty and staff’s utilization of the card is in compliance with university policy.
- Assists with the annual catalog review process which includes reviewing the program and college sections that comprise the CHS portion of the University Catalog to ensure that the programs adhere to theMWU style guide and that the edits made by the programs are complete and accurate.
- Schedule appointments, meetings, and travel, and maintain the Dean’s calendar
- Assist Dean and Assistant Dean with various daily, quarterly, and annual projects and reports
- Provide administrative support to include: type letters and memos, prepare reports, generate check requests, organize and maintain files and records, copy and fax documents, sort and distribute departmental mail and maintain office supplies
- Serve as a resource to all faculty and staff in CHS.
- Attend meetings and generate meeting minutes
- Greet and assist visitors
- Receive and route calls; respond to phone inquiries and email
- Coordinate the White Coat Ceremony and assist with other events/meetings as needed
This position does not have any supervisory responsibilities.
Education and/or Experience
High school diploma or GED required; Bachelor’s degree preferred. A minimum of five years of administrative secretarial and office administration is required. Proficiency in Microsoft Office is essential. The ideal candidate would be detail-oriented, possess excellent verbal and written communication skills, and demonstrate the ability to manage multiple priorities and deadlines.
Computer proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel and reach with hands and arms. The employee is regularly required to sit, talk and hear. The employee must frequently lift and /or move up to 10 pounds, occasionally lift and/or move up to 25 pounds.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race, color, religion, gender, national origin, disability, or veterans status, in accord with 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a).
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
High School or better
Posted: October 6, 2016