Job Details

Posting Details

Position Information

Position Title
Department Assistant II

Job Description

The Department Assistant II supports an academic unit requiring a higher level of support than a typical academic unit. This support is vital for units requiring specialty accreditation, operating clinic/centers, and requiring ongoing organization and documentation of complex daily functions. Specific responsibilities include, but are not limited to: complex administrative tasks related to accreditation reports, clinical contracts, and operational documents for academic and clinical programs; maintaining up-to-date faculty and students records; preparation and initiation of various forms of correspondence with stakeholders; assist with departmental projects; handle prospective student inquiries; assist with planning, logistics, and execution of various academic events and meetings. Additionally, individuals serving as Department Assistant II must possess superb communication, interpersonal, and customer service skills; knowledge of budgetary functions; and comfort with utilizing a variety of software applications. This is a demanding position that requires quick processing of sensitive and confidential matters using diplomacy, discretion, and sound judgment.

Essential Functions (Responsibilities):

• Greets visitors, answers, and routes incoming calls
• Handles routine correspondence for the department leadership
• Purchase and maintenance of office supplies needed in departments
• Coordinates hiring and supervision of work study students
• Actively participates in monthly staff meetings with departmental admins
• Assists faculty with travel arrangements
• Compiles and distributes faculty meeting agendas
• Coordinates the compilation and retention of minutes from departmental committees
• Assists with departmental updates to the university bulletin and websites
• Makes approved purchases including ProCard purchases and purchase requisition/invoices; all purchases in the form of requisitions or procurement card purchases and reimbursements are made in adherence to TU budget-related procedures
• Maintains syllabi and supplemental syllabi files for all courses taught within departments served
• Assists with administrative tasks related to accreditation reports/files for supported academic programs, including running informer reports as needed
• Coordinates planning and preparation for departmental events
• Evaluates and maintains faculty and student documentation of credentialling files, health and safety records, including immunizations, CPR, TB screening and drug screening, confidential background searches and reports
• Prepares departmental/program admission, deferral, and/or denial letters.
• Prepares clinical agency contracts and affiliation agreements and maintains record of current facility/agency affiliations
• Maintains confidentiality and discretion regarding college data, files, and personnel information
• Performs other duties as assigned/needed.

Required Qualifications

Knowledge/Skill/Ability

• An individual in this position demonstrates attention to detail and accuracy, selfmotivation, and strong team orientation
• Knowledge of organizational structure of the university and its role in the larger community
• Excellent interpersonal, managerial, written, and oral communication skills and the ability to effectively prioritize and coordinate the work of the activities of the departments served
• Proficiency utilizing a personal computer; proficiency in Microsoft Word, Excel, and Power Point and willing to learn new software applications
• Demonstrated effectiveness working with a variety of administrative levels and diverse groups of people
• Demonstrated ability to analyze and interpret data
• Ability to maintain confidential standards of the department/university with a high degree of deadline orientation and self-motivation
• Ability to handle multiple priorities while maintaining a high level of customer service
• Ability to use sound business judgment in the execution of job duties
• Must be able to handle stress and work well under pressure

Equivalent Education/Experience A

• Associate's Degree or 2 years College equivalent
• Must have 3 years of progressive administrative office experience or equivalent
• Supervisory and Customer Service Experience.

Preferred Qualifications

Previous work experience at a higher educational institution

Physical Demands

Special Job Dimensions: Work requires working with highly sensitive or confidential information and occasional event assistance outside of normal working hours/days may occur.

Minimum physical demands to include light lifting, bending, and stooping.

Posting Detail Information

Posting Number
S1037P

Open Date
05/08/2025

Close Date

Open Until Filled
No

Special Instructions to Applicants

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