The Drake University College of Pharmacy and Health Sciences seeks a highly organized administrative assistant who will excel in a multi-faceted position working with college administrators, faculty, staff and students. Position will supervise student employees, facilitate room scheduling, manage use of instructional equipment, and complete other similar office tasks. Excellent problem-solving skills, oral and written communication skills as well as the ability to demonstrate initiative and independent decision-making skills meeting multiple deadlines is necessary. Position requires the development of a thorough knowledge of College and University policies and procedures. Position requires the establishment of a collegial, collaborative working relationship with administrators, faculty, staff and students.
Faculty Support: Plan, coordinate, and execute complex administrative projects to support the business of onboarding faculty and staff, ordering and approving business cards, name badges, and office name plates. Complete room reservations; reserve equipment for presentations as necessary; coordinate faculty and staff candidate interview itineraries. Coordinate and maintain communication, schedules, correspondence, emails, letters, with a flow of communication of information both internally and externally. Update and maintain vacation calendars. Serve as a backup for other College meetings agendas and minutes as needed.
College Support: Serve as the first level of communication. Answer routine questions from current and prospective students. Work with the University and College admission offices and others to schedule and prepare prospective student visits. Provide basic office support including front desk coverage, answering and screening telephone calls, scheduling appointments, copying, faxing, shredding, electronic scanning, and filing. Prepare, mail, and file correspondence.
Administrative Support: Serve as recorder for departmental meetings. Maintain departmental records, prepare and disseminate meeting agendas and minutes. Ensure appropriate materials are archived. Maintain Dept. Chair and program calendars. Assist with preparation of electronic documentation related to college scholarships, teaching assistants, and other projects as needed. Work in cooperation with the CPHS Budget Manager to process reimbursements for administrators, faculty, and students. Assist with college events.
College Supply and Equipment Management: Coordinate, order and manage supply ordering (Office Depot, Amazon, and other vendors), in coordination with the CPHS Budget Manager. Receive and ensure delivery of College mail and packages; Manage UPS shipping. Coordinate reservation and return of instructional equipment utilized in health screenings and related functions. Supervise multi-function machines in Cline, Fitch, Harvey Ingham, and Occupational Therapy for functionality and supplies. Supervise the multi-function machine assigned to the program in coordination with the contracted supplier. Complete facilities work orders for repair and maintenance as needed for the space.
Student Employees: Hire, train, and supervise any student workers for the college, in coordination with the CPHS Budget Manager as well as University Human Resources. Approve time cards for student workers.
More than 900 faculty and staff are part of the Bulldog pack, a close-knit community enthusiastic about providing the very best education, challenging assumptions, and welcoming new ideas and people into the fold. Drake University is not only an exceptional institution of higher learning, but also an exceptional place to work, and we are committed to attracting, retaining, and rewarding outstanding people.