Administrative Specialist

The Department of Pharmacy Practice at the Albany College of Pharmacy and Health Sciences is accepting applications for the full-time position of administrative assistant. Reporting to the Chair, this position will serve as the initial contact for students, faculty, administrators and other guests.

Position Summary
The administrative assistant will be working within a team, create and distribute Pharmacy Practice meeting agendas. Take minutes during meetings, create and distribute minutes and maintain archives of meeting minutes. Maintain calendars and schedule meetings, coordinate travel arrangements, produce and distribute correspondence, communicate within and across departments, provide basic editorial support. The administrative assistant will also assist with event planning (scheduling and setup) and maintain the Learning Management Systems (LMS), grading and other relevant software systems (e.g. course evaluations, online exams). Other responsibilities include performing general clerical duties such as filing, photocopying, record-keeping, order supplies, budget tracking, data entry and faxing.

A candidate for this position must be able to greet visitors and students, answer questions, give directions prioritize and multitask, take initiative, anticipate needs of the department, work independently and work within a team. The ability to work with a diverse group of students and faculty is essential, as well as an understanding of the need for confidentiality and impeccable attention to detail.

Required Qualifications
Bachelor’s degree and 3-5 years of increasingly responsible secretarial and/or clerical experience; or Associate’s degree and 5-7 years of increasingly responsible secretarial and/or clerical experience required. Qualified candidates must have the ability to communicate clearly and concisely demonstrating tact, patience, and courtesy both orally and in writing; ability to work independently with little direction and work confidentially with discretion; proficiency in Microsoft Office Suite (including Word, Excel, Access, and Outlook), Adobe, and internet searches.

Preferred Qualifications
Experience working within higher education utilizing a learning management software (LMS) such as Canvas, Blackboard, Moodle, etc; is preferred.

Physical Demands
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, and the ability to adjust focus.

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