Administrative Assistant - Education & Nursing

La Roche University is currently accepting applications for an Administrative Assistant – Education and Nursing Division, part of the Division of Academic Affairs. This position serves as the first point of contact for Education and Nursing, and provides various levels of administrative support, including serving as the division receptionist, preparation of course materials, procurement, maintaining filing systems, and assisting faculty with clerical office duties.

The Administrative Assistant interfaces with full time and adjunct faculty, staff members, and students, and helps to plan and execute events; this position reports directly to the Chairs of the division.

Essential Duties & Responsibilities:

• Prepare course materials for faculty such as outlines, phone and address lists; duplicate and distribute syllabi, exams, and related materials as needed. Collect and forward all course syllabi and schedules according to academic division policies.
• Assist faculty, staff and other stakeholders with the coordination of events such as open houses, continuing education programs, community and department programs; responsible for logistics such as reservations, work orders, catering requests, and registrations.
• Provide administrative resources to the division, including reception, answering inquiries, update and maintain calendars, filing systems, databases and email groups; responsible for ordering supplies and cataloging inventory.
• Monitor work study students; assist with annual interview and selection process.
• Coordinate all divisional mailings, including electronic and hard copy pieces; manage division copy and print machines, order supplies, and initiate service calls as required.
• Organize budget reviews, including advisory boards, and process invoices, payments and supply orders.
• Update and catalog division resources including magazines, reference books, bulletin boards, job, and internship postings. Distribute applicable resources and opportunities to students.
• Obtain desk and review copies of textbooks for faculty; manage textbook and reference book databases for outside accrediting bodies and supply to university library.

Education/Qualifications:

• Associate’s or Bachelor’s degree preferred
• Ability to maintain confidentiality
• Demonstrated initiative and self-direction
• Excellent verbal and written communication skills; strong organizational, time management and database skills
• Proficient in Microsoft computer skills including Microsoft Excel, PowerPoint and Word (formatting and page setup, template building), Outlook, and Microsoft 365