Job Details
Administrative Assistant - College of Health Sciences (Full-Time)
Staff: Full-time Staff
111601 College of Health Sciences
Cover Letter, Resume/CV

The Administrative Assistant III – CHS will provide support services to assist the Administrative, Director - CHS; Director, CHS Business and Operations; CHS Contracts and Business Operations Administrator; and other College of Health Sciences Units that may need additional support or areas that do not report directly to a CHS Dean. The position will be responsible for assessing incoming issues and working to ensure that the issue is solved/answered or that it is relayed to the appropriate individual to address. The position will handle a variety of complex duties related to the CHS in regard to contract agreements, space scheduling, purchase requisition process, and other expense processing for the CHS.

Strategic Operations (Essential)

  1. Work with constituents to understand event/classroom needs to reserve rooms and meeting locations through SPACES scheduling system.
  2. Act as the first point of contact to constituents and identify needs and solve issues if appropriate or direct callers to appropriate faculty, staff, or office to resolve inquiries.
  3. Serve as recording secretary for administrators as requested (prepare agendas and supporting materials, attend meetings, take and transcribe minutes, prepare and distribute final minutes and reports).
  4. Run errands as requested.
  5. Maintain calendar as requested.
  6. Maintain essential and organized files.
  7. Communicate courteously and professionally with all internal and external College and University constituents.
  8. Make copies of materials as needed.
  9. Perform other related duties as assigned/requested.

Business Affairs (Essential)

  1. Process travel requests for conferences, professional development activities, and training for CHS staff.
  2. Process expense reports for associated travel requests, individual purchases, or other expense reimbursement activities.
  3. Process purchase order requests for all CHS departments, including creating the requisition in Banner and following the process until items are delivered in satisfactory condition.
  4. Process invoices for all purchases.
  5. Participate in maintaining a tracking system of both the travel requests, and purchase order requests, to ensure all requests are completed, finalized, and paid.
  6. Support the Director - CHS Business and Operations on financial and operational matters as required.

Operational Support (Essential)

  1. Support CHS administrative staff in communicating with University’s Facilities Department on requests to utilize CHS facilities.
  2. Assist with CHS facilities issues by working with custodial or University facility staff.
  3. Assist with the posting of a daily scheduling calendar to each classroom and conference room in all CHS facilities.
  4. Assist with requests to order supplies for all CHS college-wide staff.
  5. Assist with communication with copier representatives on all copier needs and/or maintenance requirements.

Clinical Affiliations/Contracts (Essential)

  1. Prepare new and renewal standard affiliation agreements (contracts) as delegated from the School of Health Professions, Moffett and Sanders School of Nursing, McWhorter School of Pharmacy, and School of Public Health.
  2. Distribute fully executed agreements for the site, Clinical Director, and University records.
  3. Complete daily tasks associated with the Clinical Affiliation Canvas Course.
  4. Update monthly contracts list for each program and update Teams folder as appropriate.
  5. Request Samford Certificate of Insurance and send to clinical sites for each program.
  6. Input clinical site information, upload agreements and maintenance agreements in iContracts.
  7. Process a large volume of CHS affiliation agreements.
  • High school education and a minimum of 5 years experience OR Bachelor's degree and 3 years experience.
  • At least 3 years prior work experience working with customers or utilizing communications skills, and/or utilizing problem-solving and analytical skills as appropriate in the work place.
  • Ability to work independently and to exercise individual initiative.
  • Effective organization and problem-solving skills with particular attention to details.
  • Ability to effectively manage multiple tasks, prioritize work assignments, and complete them in an accurate and timely manner.
  • Ability to work with data and information of a confidential nature.
  • Strong written and oral communication skills along with positive interpersonal expertise to effectively interact with all levels of the University’s employees and the general public.
  • Demonstrate considerable knowledge of modern office methods, practices, and procedures including, but not limited to, Microsoft Office, Word, Excel, and PowerPoint.
  • Prior experience working with Banner data management system.
  • Prior experience working with a contracts database system.
  • Prior experience in extracting and analyzing data, as well as identifying reporting clean-up activities.
37.5 (FT)