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Utica College Administrative Assistant III-School of Health Professions and Education in Utica, New York

Administrative Assistant III-School of Health Professions and Education

Posting Number S00210

Position Type Full Time

Hours/Schedule Standard Utica College business hours: 8:30am -5:00pm Hours may vary based on operational needs.

Campus Main Campus, Utica NY

Date Position Available 06/01/2021

Posted Salary

Position Summary

This position provides direct administrative support to the Dean of the School of Health Professions & Education. Duties are at the Dean’s direction and include: managing workflow of administrative assistants and efficient flow of work in the School office; processing of faculty hires from posting of position to set-up of new hires on campus; ensuring adjunct teaching placements and compensation; scheduling, attending, and administering regular school-wide meetings; gathering and submitting materials for faculty tenure and promotion review by School and College committees; managing school budget; maintaining office and lab supply inventories; maintaining personnel files.

Location Utica, NY

Application Deadline

Full consideration by:

Open Until Filled Yes

Major Responsibilities

A. Administers and manages the daily operational activities for the Dean of the School of Health Professions & Education; handles Dean’s incoming and outgoing mail; manages Dean’s calendar and schedules meetings, appointments, travel arrangements, and reconciliation of monthly credit card expense report; screens calls and handles as many request/inquiries as possible before they are elevated to the Dean; tracks all assignments by the Dean and updates Dean on progress regularly.

B. Oversees the School office; manages workflow in the school office; tracks hours and leave time for administrative assistants and work study students; assists Dean with the completion of performance evaluations for administrative assistants.

C. Maintains personnel files for full-time and adjunct faculty and updates Banner profiles as necessary. Prepares confidential materials for faculty members when up for reappointment, tenure, promotion, and periodic review. Works with the Dean to schedule school tenured faculty meetings and calendar. Adds candidate materials electronically to dedicated website for tenured faculty to review and submits same to Office of Academic Affairs for review by Faculty Affairs Committee and Professional Development Committee.

D. Works with Program Chairs and Directors in tracking teaching assignments for all full-time and adjunct faculty members and coordinates overload and adjunct compensation authorizations with Human Resources. Keeps record of independent studies and tutorials taught by faculty for credit. Prepares and distributes teaching schedules and office hours for all School faculty each semester. Distributes advisement assignments in coordination with the Chairs and Directors, assist program chairs with degree applications, ensuring students meet requirements for graduation.

E. Coordinates new faculty and staff searches including processing necessary paperwork, input of job descriptions in PeopleAdmin, arranging schedules for campus interviews travel arrangements, receptions, and campus tour; maintaining file of all candidates and ensuring submission of all necessary paperwork to HR at end of search. Makes arrangements for all new faculty and staff in school (i.e., office set-up, computer, furniture, telephone, mailbox, keys, supplies, etc.). Assists new faculty as necessary.

F. Maintains a tracking system of all pending assignments and progress made on each and updates the Dean weekly on status.

G. Tracks all School budgets and alerts Dean when variances may be necessary. Monitors and tracks faculty travel advances and vouchers and ensures appropriate budget assignments of same. Maintains office and lab supply inventories, submits supply orders and purchase orders in Banner, follows-up with appropriate authorizations to initiate payment.

H. Ensures annual processing for malpractice insurance coverage for students is completed in a timely, accurate manner.

I. Updates all school lists including telephone and email distribution lists, faculty rank and titles, etc.

J. Maintains office copies of all office and lab keys for School; orders keys for all new faculty and adjuncts from facilities, keeps record of all incoming and outgoing keys.

K. Works with Dean to develop specific goals that support Utica College’s operational plans. This is done at least annually through the annual performance evaluation process; however, review of goals will occur throughout the year.

L. Works with supervisor and other team members to achieve successful results on all established individual and departmental goals and key performance indicators.

M. Other duties as assigned and cross training with school administrative assistants.

Driving Responsibilities


Supervises Work-study students and graduate assistants

Education & Experience Qualifications

Associate’s degree required; Bachelor’s degree preferred, with a minimum three years’ experience in a similar office setting or an equivalent combination of education and experience may be considered.

Minimum Skills/Abilities

• Must be able to communicate and interact well with faculty, staff, students and individuals from the outside community. Excellent interpersonal skills a must.

• A strong commitment to diversity and work continually to enhance diversity of our students, faculty, and staff.

• Ability to work independently with no direct supervision.

• Ability to work in a fast-paced office environment with strong organizational skills and attention to detail.

• Ability to make appropriate working authority decisions in absence of School Dean.

• Must possess excellent computer skills including knowledge of word processing, Access and Excel databases. Working knowledge of Ellucian Banner preferred.

Applicant Documents Instructions

All positions at Utica College support the College’s mission and values in part by being active members of an inclusive environment. Please describe in your diversity statement how you would see yourself incorporating this into this role.

In line with the College’s Affirmative Action Policy, there is no requirement or expectation that a candidate disclose their identity or membership in any protected class or group, either in the diversity statement or in other application documents submitted to the search committee. For additional information on what to provide in your diversity statement please reference the diversity statement guide at the following link: https://www.utica.edu/hr/media/Diversity_Statement_Guide.pdf

Additional information Visa sponsorship is not available for this position

EEO/AA Statement

Utica College is committed to affirmative action, equal opportunity and the

diversity of its workforce. All qualified applicants will receive

consideration for employment without regard to race, creed, color, sex,

pregnancy, ethnic or national origin, religion, marital status, age, sexual

orientation, gender identity, gender expression, veteran status,

disability, citizenship status, genetic predisposition, domestic violence

victim status, or protected status under applicable local, state, or

federal law.

Commitment to a Diverse and Inclusive Campus Community

Our community of students, faculty and staff reflect a diversity of experiences, opinions, and cultural backgrounds shaped by biology, society, history, and choice. Our community includes members who are diverse by virtue of their race, ethnicity, gender, sexual orientation, ability, religious and/or spiritual affiliations, and socio-economic status, as well as the number of other ways in which who we are influences how we see the world. Furthermore, we value and celebrate diversity, and this results in a commitment to multiculturalism. We believe that within the community of human persons, all cultures, perspectives, and beliefs about faith, ideals, taste and lifestyles are of equal value. Our diversity deepens our commitment to nurture a multicultural environment in which we engage with others and blend perspectives, to learn about diverse cultures, to explore who we are and where we come from and to accept one another without prejudice. The Utica College Mission and Values Statement includes a commitment to fostering diversity in perspective, background, and experience within an environment that is dedicated to the freedom of expression and the open sharing of ideas.

Commitment to Supporting and Hiring Veterans

Located in the heart of central New York, Utica College is a comprehensive,

independent, private institution founded in 1946 to offer options for

college study to veterans returning from the second world war. More than

seventy years since veterans returned from WWII , this tradition of serving

veterans is still held in high regard here at UC, and we are proud to

welcome veterans as students and as valued members of our faculty and

professional staff.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

    • How did you hear about this employment opportunity?
  • HercJobs.org (HERC Higher Ed Recruitment Consortium)

  • HigherEdJobs.com

  • InsideHigherEd.com

  • Observer Dispatch (Utica OD)-newspaper

  • Ithaca Journal

  • Personal Referral

  • Utica College Website

  • Albany Times Union

  • Binghamton Press & Sun

  • careerbuilders.com

  • centralnewyorkhelpwanted.com

  • Chronicle.com (Chronicle of Higher Ed website)

  • Elmira Star Gazette

  • Utica College Online Employment Website

  • DiverseEducation.com (Diverse Issues in Higher Education

  • Historically Black Colleges and Universities

  • Indeed.com

  • Current UC Employee

  • Referred by a UC Employee

  • Referred by a non UC Employee

  • Twitter

  • LinkedIn-Job Posting

  • LinkedIn-Recruited by Utica College HR

  • Centralnewyorkhelpwanted.com

  • Syracuse Post Standard-newspaper

  • Albany Times Union-newspaper

  • Facebook

  • Job Fair

  • Search Firm

  • NCAA

  • PRISM Network

  • HBCU Connect

  • DiverseJobs

  • Other

    • Please provide more details regarding the source of your referral?

(Open Ended Question)

Applicant Documents

Required Documents

  • Resume / Curriculum Vitae

  • Cover Letter

  • "Contributions to Diversity" Statement

    Optional Documents

  • Letter of Reference #1