Administrative Assistant I - COC (4335)

JOB PURPOSE

The Administrative Assistant provides comprehensive administrative and operational support to the College of Chiropractic. This position supports the Dean’s Office, faculty, administrators, students, and visitors by coordinating schedules, preparing correspondence and documents, maintaining records, responding to inquiries, and supporting the school’s daily academic and administrative activities.

The Administrative Assistant serves as a primary point of contact for the school and is expected to provide courteous, responsive, and professional customer service. The position requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple responsibilities in a fast-paced academic environment.

ESSENTIAL JOB FUNCTIONS

Administrative Support

• Provide general administrative support to the Dean, school administrators, faculty, and other designated personnel.

• Manage calendars, schedule appointments, coordinate meetings, and assist with meeting preparation.

• Prepare agendas, reports, presentations, correspondence, spreadsheets, and other documents.

• Record and distribute meeting minutes when requested.

• Draft, proofread, format, and distribute routine communications.

• Receive, sort, and distribute departmental mail and electronic correspondence.

• Maintain organized electronic and paper files in accordance with University recordkeeping requirements.

• Order and maintain office supplies and assist with monitoring departmental inventory.

• Submit and track routine administrative requests, forms, invoices, purchase requests, and reimbursements.

• Assist with special projects and other administrative assignments as needed.

Scheduling and Academic Support

• Assist with preparing and maintaining academic, faculty, meeting, and departmental schedules.

• Coordinate room reservations and schedule changes with the appropriate University departments.

• Communicate approved schedule information and changes to faculty, administrators, students, and other stakeholders.

• Assist faculty and administrators with preparing materials for meetings, classes, orientations, accreditation activities, and school events.

• Support the collection, organization, and maintenance of course, faculty, and departmental information.

• Track deadlines and provide reminders regarding required documents, meetings, reports, and school activities.

• Assist with faculty onboarding, orientation, and access to appropriate school and University resources.

• Help coordinate faculty meetings, professional development activities, student events, and other College of Chiropractic programs.

ADDITIONAL DUTIES AND RESPONSIBILITIES

Customer Service and Communication

• Serve as a welcoming and professional first point of contact for the College of Chiropractic.

• Respond to telephone calls, emails, visitors, and routine requests in a timely and courteous manner.

• Provide general information regarding school operations, schedules, procedures, and available resources.

• Direct students, faculty, employees, and visitors to the appropriate individual, office, or University resource.

• Exercise sound judgment when responding to questions and appropriately escalate sensitive, urgent, or complex matters.

• Build effective working relationships with faculty, staff, students, and other University departments.

• Maintain professionalism and composure when addressing competing priorities or difficult customer-service situations.

Records and Information Management

• Maintain accurate faculty, departmental, scheduling, meeting, and operational records.

• Enter, update, and retrieve information from University systems and databases.

• Assist with compiling information and preparing routine reports.

• Monitor the completeness and accuracy of documents before submission or distribution.

• Handle confidential and sensitive information with appropriate discretion.

• Follow applicable University policies and requirements concerning student, faculty, employee, and institutional information.

Operational Support

• Assist with coordinating school meetings, events, orientations, and other activities.

• Reserve meeting spaces and coordinate basic logistical needs, including technology, materials, attendance lists, and refreshments when applicable.

• Support departmental purchasing and expense-processing activities.

• Work collaboratively with Academic Affairs, Registrar, Human Resources, Information Technology, Facilities, Events, and other University departments.

• Identify routine administrative issues and recommend practical solutions or process improvements.

• Perform other duties consistent with the purpose and responsibilities of the position.

PERFORMANCE EXPECTATIONS

Successful performance in this position includes:

• Accurate and timely completion of administrative assignments.

• Reliable management of schedules, documents, records, and deadlines.

• Professional and responsive service to faculty, students, administrators, and visitors.

• Effective communication and collaboration across University departments.

• Appropriate handling of confidential or sensitive information.

• Consistent follow-through, dependability, and attention to detail.

• Positive support of the College of Chiropractic and Life University’s mission.