Administrative Assistant II, School of Podiatric Medicine

Summary

This position is responsible for maintaining a professional and quiet environment in keeping with a location within a Medical School. Performing front desk duties for the School of Podiatric Medicine. Answering phones, greeting, and directing prospective students and visitors to the school, filing, entering confidential information into the computer, placing orders, receiving deliveries, and providing support and documents to other schools. This position also assists the Director of Admissions and Admissions Coordinator with all administrative duties.

This is an In-Person Position

Essential Functions

Front Desk Management:

• Maintain a clear, tidy, and QUIET environment and ambiance.

• Answer and take telephone messages, and direct incoming calls to appropriate offices.

• Greet and screen all visitors to the School. Notify appropriate personnel regarding appointments.

• Provide routine information and assistance to students, faculty, and the general public.

• Distribute Podiatric Medicine information materials.

• Provide podiatric information to prospective students on the phone as well as visitors to the campus.

• Greet prospective students and notify the Director of Admissions about their arrival.

Provide administrative and clerical support for the Podiatric Medicine program:

• Assist in picking up mail from the mailroom, and distribution of mail into the proper mailboxes at BUSPM.

• Provide clerical and administrative assistance to administrators (Director of Admissions, Director of Operations, Director of Continuing Education, Deans, and faculty members).

• Create work orders regarding facilities at BUSPM.

• Collect student assignments and deliver them to faculty and staff.

• Provide training to all staff covering the front desk, including Federal Work Study employees.

• Ensure there is proper coverage for lunch and approved time off.

• Create and distribute monthly lunch coverage schedule for front desk coverage.

• Cross-trained with additional administrative assistants to assist with coverage, as needed.

• Perform other duties as required or assigned, in support of the School of Podiatric Medicine.

• Assist and participate with BUSPM events (Orientation, Rite of Passage, Commencement), as needed.

• Order photocopy paper via workday.

• Check that copiers are fully functional and stocked with paper.

• Notify the Director of Operations on inventory needs on supplies, including kitchen supplies.

• Prepare purchase orders and follow/monitor payment to vendors, assigned by the Director of Operations, as needed.

Perform duties in support of the admissions department:

• Assist with all incoming calls for the Podiatric admissions office.

• Assist with all prospective student inquiries, mail out appropriate information.

• Assist with the on-campus interview process (greeting candidates upon arrival, and provide snacks/water to prospective students) by providing a welcoming environment.

• In the absence of the Admissions Director/ Coordinator assist with admission interviews, on-campus tours via golf cart, and/or clinic tours off campus.

• Input prospective data into Salesforce and Colleague.

• Assist in processing applicants in the Central Application System (CAS).

• Other clerical tasks as required.

• High school diploma or GED is required

• An Associate's degree or vocational/technical school degree is preferred.

• 1-3 years of relevant experience.

• Advanced skills using Microsoft Office Suite.

• Must have effective administrative practices and procedures including record-keeping, typing, etc. Must be able to multi-task and switch from task to task with ease.

• Must have effective written and oral communication skills.

Benefits: Barry University offers a comprehensive benefits package to full-time employees that includes health, dental, vision, life insurance, retirement, tuition assistance, paid time off and work/life balance initiatives such as wellness programs, spirituality in the workplace, and training and development.

Barry University is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.