Executive Administrative Assistant

Ohio Northern University   Ada, OH   Full-time     Administration / Clerical
Posted on June 22, 2022
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Executive Administrative Assistant

Job Summary: This position is primarily responsible for supporting the functions of the College of Pharmacy. Several of the chief tasks include providing administrative support to the Dean, and Pharmacy Director of Development, coordinating special events, processing records, coordinating stewardship efforts, processing and maintaining financial records and college budgets, assisting with meetings, completing surveys and questionnaires, and processing forms for current and former students.

Principle Responsibilities:  
Service to the Dean

  • Provide administrative support to the Dean through scheduling, receiving phone calls, directing communications, researching or retrieving information, and drafting and editing office correspondence
  • Maintain Dean’s and Associate Dean’s calendars as necessary
  • Prepare and maintain Dean’s expense report and monthly credit card report
  • Coordinate stewardship efforts, trips, communication for the Dean
  • Assist the Advisory Board with correspondence, meetings and record maintenance

Work with Students

  • Initiate and complete state board of pharmacy certifications, reports and forms, out-of-state licensure requests, internship certificates, NABP transcript notifications, scholarships and financial aid, and other student-focused needs
  • Initiate and coordinate class composite processes for P5 & P6 classes – schedules, proofing and editing of class composites
  • Work with Human Resources office for college of pharmacy student employment requests

Budget Responsibilities

  • Daily maintenance of the college financial accounts
  • Assist the Dean in annual budgeting
  • Process all financial documents and requests

Event Planning Responsibilities

  • Plan and coordinate all college events such as commencement (and creating the commencement program), commencement reception, professional commitment ceremony, welcome back phest, career fair, college retreats, college-sponsored homecoming activities, Sebok Lecture and events, Honors Day events, boot camp, off-campus receptions, and other college and university engagements.

Service to the College

  • Assist in preparing and editing marketing materials, promotional products, and other external college relation activity, including assistance with social media endeavors and college website
  • Serve as a liaison to college alumni
  • Administer surveys and other required data for ACPE and AACP
  • Coordinate College meetings (agenda, minutes, etc)
  • Train personnel on new procedures and use of the BANNER database system
  • Enter and follow-up on work requests
  • Assist with the overall appearance and condition of the pharmacy college facilities
  • Maintain TV monitor displays, building directories, digital touchscreen display
  • Maintain and update College of Pharmacy Handbook/Policy and Procedure manual
  • Coordinate travel arrangements for guests, speakers and visitors of the College of Pharmacy

Other duties as assigned

Required Skills:

  • Excellent organization and communication
  • Proficiency in Microsoft Office Products, Banner, Prophix, PowerBI, and other software in use at ONU
  • Knowledge of standard office and university policies and procedures
  • Ease in discussing issues of moderate importance with higher officials through cooperation, explanation and persuasion
  • Ability to perform moderately complex procedures using basic analytical ability
  • Notary public (or willingness to become)

Minimum Qualifications:

  • High School Diploma or GED required
  • At least three to five years of similar work experience.

Preferred Qualifications:  

  • Bachelor’s Degree
  • Five or more years of similar work experience

To view full description and apply online go to:

ONU is an equal employment opportunity employer.