Baldwin Wallace Department:
Academic Administrative Assistant
Public Health & Prevention Science
Administrative Assistant (K)
Full Time, new, non-exempt
Typically 8:00 am to 5:00 pm,
with lunch break 12 to 1:00
The Academic Administrative Assistant will provide administrative assistance to the Undergraduate and Graduate Public Health programs and other departmental work under the supervision of the Chair of the Department.
Essential duties, tasks and responsibilities:
Provides administrative support to the department that includes reception services, scheduling appointments, meetings, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents, as needed.
Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department.
Coordinates faculty meetings, record and maintain meeting minutes, and other organizational tasks of the department, faculty, and students.
Communicates, schedules, and performs other logistical aspects of the Graduate Program between BW departments and MetroHealth Systems.
Respond to, assist, and forward as appropriate, admissions calls from prospective parents as well as other calls made to the department's main line.
Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
In conjunction with faculty, assist with the development of student practicum/ Internship placement, and track student hours and communicate with field supervisors /preceptors.
Assist the department with student orientation and onboarding process.
Assist faculty with course document preparation as needed including course syllabi, or other instructional materials as well as ordering books, equipment and supplies.
Assist department chair and faculty in collecting, storing and maintaining annual program reports and other relevant items, as appropriate for accreditation
Assist the chair and faculty in the process of program evaluation, statistics and reports for University, State and other regulatory /accreditation agencies .
Provides budgetary support for the department.
Assist with local college and graduate fairs, prepare marketing brochures/outreach materials and assist with recruitment events for both the undergraduate and graduate public health programs.
Supervise and provide support to student workers, keep tracking and progress of alumni.
Helps to organize and conduct departmental events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, making travel arrangements and reservations, and assisting with the events as it occurs.
Assist Department in tracking and surveying alumni, employers and other relevant stakeholders
Track student compliance with various onboarding requirements both for admission and practicum sites, and update students accordingly.
Department with new faculty search & Interview process.
Supports the administrative business functions of the department by maintaining and updating the departmental website, databases, preparing personnel action forms, and position authorizations as directed.
Supports the department by performing all other duties as assigned by the Chair and/or other faculty.
High school diploma. A Bachelor's degree from an accredited University/College is preferred.
Strong written and verbal communication skills and professional demeanor.
Proficiency with Microsoft Office including Word, Excel, PowerPoint, Publisher, and other related electronic applications and software. Ability to create tables, graphs, etc.
Details oriented, multi-task with the ability to establish priorities, manage time and attain goals.
Strong organizational skills.
Support the department mission and able to work in a multicultural environment.
Ability to maintain HIPPA and other confidentiality of student, department and practicum/internship site information.
Coordinate with student internship sites and preceptor training and onboarding process.
Ability to work in a collaborative team environment.
Ability to gather, update, review and manage data
Must hold a valid driver license and be able to drive to off campus locations.
Working Conditions and Physical Requirements: Work is normally performed in a typical interior/office work environment. No or very limited physical effort required. No or very limited exposure to physical risk. Must pass a background check.
Compensation: A competitive salary plus a comprehensive benefits package that includes health and dental insurance, 12 days paid sick leave, 2 weeks paid vacation, 15 paid holidays, long & short-term disability, 403 (b) retirement plan, life insurance, employee discounts, free parking, and tuition remission benefits for employee and family.
Application Procedures: The application deadline is Oct 25th. Please send a resume, cover letter, and contact information of three professional references as a single Word or PDF file and submit via the To Apply link on BW's Employment and Careers' web page:
Baldwin Wallace University is an EEO/AA Employer and Educator. At Baldwin Wallace University, we support and encourage diversity in a variety of forms. We value and appreciate inclusive excellence in the classroom, within extracurricular activities, and as we engage our community partners. Learn more at Diversity Affairs - https://www.bw.edu/about/diversity/
Location/Region: Berea, OH (US - 44017)