University of the Sciences in Philadelphia (USP)
Department-Office of Student Conduct and Disability Services
Position Title: Administrative Assistant II

SUMMARY:
Performs a variety of administrative and staff support duties for the Assistant Dean of Students. This requires a range of skills and knowledge of the programs/services offered in association with student conduct and disability services. Monitors the budgets, expenditures, and transfer of funds. Assists the Assistant Dean in the development of various educational campaigns. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. Responsible for the maintenance of two databases and recording keeping for conduct cases and ADA records.

DUTIES AND RESPONSIBILITIES:
1. Maintain all conduct and ADA records.
2. Oversees and or performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
3. Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and or administrative correspondence and documentation.
4. Post, balance, monitor, and reconcile budget and expenditures, and process outstanding invoices.
5. Assist in the development and advertising of various educational programs.
6. Assists department/division administrator (s) in problem solving, project planning and development and execution of stated goals and objectives.
7. Schedules appointments and maintains calendars for the Assistant Dean, Student Conduct Committee, and ADA personnel; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
8. Coordinates with various departments on campus to ensure proper notification and follow up of sanctions and accommodations.
9. Develops, designs and maintains the Student Conduct and Student ADA WebPages.
10. Establishes, updates, maintains unit’s departmental files and records; implements, plans, and maintains data management systems.
11. Coordinates various mailings and surveys.
12. Prepares and compiles statistical reports.
13. Oversees and provides support activities for the unit/division such as answering telephones, assisting visitors, and resolving problems and inquiries, when necessary.
14. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
15. Coordinates and implements accommodations for students with disabilities (for example serve as proctor or reader for exams and note taking services)
16. In addition to the duties listed above, as part of the Student Affairs unit, responsible at times for assuming the role of maintaining office coverage.
17. Performs other job-related duties as assigned.

MINIMUM EDUCATION AND EXPERIENCE:
Education equivalent to high school completion is required. Position requires typically 3-5 years of applicable experience or combination of post high school training/education and experience and Able to pass a typing test at a minimum of 35 words per minute.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
-Ability to communicate effectively, both verbally and in writing.
-Knowledge of accounting procedures.
-Knowledge of planning and scheduling.
-Knowledge of various databases, especially Access.
-Proficient in the use of personal computer and related software applications, Microsoft Office, Word, Excel, Publisher, and other related software.
-Strong organizing and coordinating skills.
-Ability to maintain calendars and schedule appointments.
-Ability to create, compose, and edit written materials.
-Ability to maintain confidentiality and integrity of records and information.
-Records maintenance skills.
-Skill in the use of operating basic office equipment.
-Skill in organizing resources and establishing priorities.
-Ability to make administrative/procedural decisions and judgments.
-Ability to analyze and solve problems.
-Database management skills.

DISTINGUISHING CHARACTERISTICS:
Requires understanding and sensitivity for the diverse academic, socioeconomic, cultural and ethnic backgrounds of college students, and of individuals with disabilities in order to effectively communicate and provide services to enhance the life of students at USP. Ability to multi-task, proven record of organizational skills, attention to detail, effective use of time, strong verbal and written communication skills, and a professional, flexible, customer-service-oriented manner. Successful candidate must be committed to confidentiality and to the inclusion of diverse individuals. Must have a working knowledge of Microsoft Word, Excel, PowerPoint, and Access. Frequently organizing resources and participating in planning in areas of complex projects, operations and or events for the department and using independent judgment in problem-solving of complex operating issues.

If you are interested, or know of someone who is interested in this position, please contact:

Stephanie Braddock
Human Resources Generalist
600 South 43rd Street
Philadelphia, PA 19104-4495
Fax: 215-895-1100
Email: employment@usp.edu

USP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Background check will be required.

Equal Opportunity/Affirmative Action Employer