Administrative Assistant III - SPAHP Dean's Office

Position Summary

The School of Pharmacy and Health Professions (SPAHP) is seeking a highly organized and proactive Administrative Assistant III to support senior leadership within the Dean's Office. This role serves as a key operational partner, providing advanced administrative, financial, and project coordination support to members of the Dean's leadership team.

This position requires a professional who thrives in a dynamic, fast-paced academic environment and demonstrates exceptional attention to detail, discretion, and organizational skills. The Administrative Assistant III plays an important role in supporting the daily operations of the Dean's Suite while contributing to the broader success of SPAHP programs and initiatives.

Key responsibilities include managing complex calendars, coordinating meetings and projects, preparing financial and administrative reports, supporting communications such as the Dean's newsletter, and providing general administrative support across SPAHP as needed.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to senior leadership within the Dean's Office.
• Manage complex calendars and coordinate meetings across multiple departments, campuses, and time zones.
• Draft, edit, and prepare a variety of professional communications, reports, and documents.
• Organize and maintain both electronic and paper records with a high degree of accuracy and confidentiality.
• Coordinate travel arrangements and logistics for leadership as needed.
• Provide general office support and assist with special projects and initiatives.

Office Operations & Customer Service

• Maintain front desk and phone coverage for the Dean's Office.
• Welcome and assist visitors, faculty, staff, and external partners.
• Coordinate facility work orders and requests for university support services.
• Order and manage office supplies and equipment for the Dean's Office and SPAHP programs.
• Supervise a student worker and support general office operations.

Meeting & Event Coordination

• Schedule faculty and leadership meetings for multiple academic programs including Pharmacy, Physical Therapy, and Occupational Therapy.
• Coordinate large virtual meetings (30+ participants) using Zoom or Microsoft Teams, including breakout rooms, polling, and screen sharing.
• Facilitate meetings and record minutes for key committees and leadership meetings.
• Support planning of internal events such as Staff Appreciation Day and other school initiatives.

Financial & Data Management

• Track budgets, reconcile expenses, and assist with financial reporting for leadership.
• Prepare and distribute Banner financial reports to budget managers.
• Assist with grant tracking, faculty startup funds, and other financial records.
• Coordinate and track SPAHP contracts and memoranda of understanding (MOUs).
• Process payments and assist with P-Card reconciliation.

Communications & Special Projects

• Assist with the preparation and distribution of the Dean's newsletter.
• Support donor communications including mail merge letters for the Dean's signature.
• Maintain internal communication lists such as ServeList for staff and committees.
• Assist with accreditation documentation and reports as needed.
• Coordinate continuing education courses including APhA Pharmacy-Based Immunization Courses and Pharmacy Resident Grand Rounds.

Minimum Qualifications

• High school diploma or equivalent required.
• Minimum 6 years of administrative or office management experience.

Preferred Qualifications

• Associate's or Bachelor's degree.
• Experience supporting senior leaders or executives.
• Experience with budgeting, accounting, or financial reporting.

Knowledge, Skills & Abilities

The ideal candidate will demonstrate:

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with virtual collaboration platforms such as Zoom and Microsoft Teams
• Excellent written and verbal communication skills
• Strong organizational and time management abilities
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• High level of professionalism, discretion, and confidentiality
• Exceptional attention to detail and accuracy
• Strong customer service and interpersonal skills
• Ability to work both independently and collaboratively
• Dependability, accountability, and initiative

Why Join the School of Pharmacy and Health Professions?

This position offers an opportunity to play a meaningful role in supporting the leadership and operations of a collaborative academic community dedicated to advancing health professions education. The Administrative Assistant III contributes directly to initiatives that support faculty, students, and programs preparing the next generation of healthcare professionals.