Administrative Assistant, Office of the Dean

The Administrative Assistant performs a wide range of administrative support functions for the Office of the Dean and the Academic Deans at the Touro College of Pharmacy (TCOP). This position reports to the Dean, with a dotted line to the Dean of Curriculum, and the Assistant Director for Administration.

Responsibilities include but not limited to:

• Provide front office support to students, faculty, staff and external visitors while maintaining professionalism.
• Maintain organized and efficient filing/record keeping systems, both physically and electronically, as necessary.
• Draft correspondence to a wide range of individuals and organizations for the Dean signature.
• Perform a full range of secretarial tasks for the Dean:
• Type, proof and edit correspondence, reports, presentations and other materials as requested;
• Answer and screen incoming phone calls and greet visitors; respond to general inquiries, relay messages, and refer matters to appropriate personnel/offices.
• Photocopy, collate and distribute a variety of written materials.
• Help prepare PowerPoint presentations for lectures, and Excel documents for reports.
• Open and review incoming mail and distribute accordingly to the dean and appropriate parties, flagging important documents and deadlines. Handle outgoing mail in a timely manner.
• Copy and distribute select documents (i.e. flyer announcements, student handouts, etc.) as necessary.
• Types and posts flyer announcements; stocks various handouts for student and staff usage
• Schedule appointments, coordinate travel arrangements, and reconcile travel expenses for the Dean.
• Facilitate meetings and group visits.
• Coordinate a variety of special events sponsored by the Deans office including, preparing purchase orders, managing budgets, ordering supplies, preparing invitation lists, coordinating printing, and serving as a liaison with food service, caterers, outside facilities, and various involved departments.
• Keep abreast of current TCOP policies and procedures to support a wide range of inquiries.
• Informally represent the Dean to various internal constituencies, referring unusual problems or issues directly to the Dean as appropriate.
• Perform other duties as required.

Education/Experience

• Bachelor's degree preferred.
• One or more years of administrative experience preferred.

Knowledge/Skills/Abilities

• Proficient with Microsoft Office Suite including Word, Excel, PowerPoint, Access, Publisher, Visio, and Outlook.
• Ability to maintain a high level of confidentiality.
• Strong interpersonal skills and ability to communicate effectively.
• Excellent written and oral communication skills.
• Ability to prioritize tasks and multi-task.
• Strong analytical and organizational skills.

Working Conditions

• Extensive use of computers
• Extensive time sitting and standing
• Able to lift up to 5 lbs.