SCH OF HEALTH, NUTRITION & WELLNESS - Admin Asst Popultn Health/Wlns

Job Classification

  Hourly Full-time (35-40)

Position summary

To provide administrative and office support for the SPHNW Chair by handling and managing a variety of tasks required in helping the office to function at a high level of efficiency and professionalism. Manages a variety of general office activities by performing various duties described in the full position description.

Able to analyze and organize office operations and procedures such as bookkeeping, information management, filing systems, requisition of supplies, and other clerical services; financially manage school purchases and expenses; manage school webpage; assist in planning school events; assists in coordinating items for accreditation; other duties as assigned by the Chair.

Qualifications summary

Four-year degree or its equivalent; or 3-4 years job experience; or combination of education and experience. Ability to supervise student assistants, exercise responsible financial management knowledge, and efficiently use Microsoft software applications.

Demonstrates efficient multi-task capabilities. Excellent communication skills - ability to relate to people of various backgrounds and personalities. Ability to exercise responsible financial management, work independently and take initiative when needed. 


Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Regular Duties

• Provides daily administrative support to the School Chair with respect to various School needs.


• Assists the School Chair in the management of seven distinct programs: 1. Master of Public Health (MPH). 2. Master of Science in Nutrition and Dietetics (MS). 3. Dietetic Internship (DI) (Graduate Certificate in Nutrition and Wellness). 4. Bachelor of Science in Public Health (BSPH). 5. Nutrition Science and Dietetics (BS). 6. Fitness and Exercise Science (BS). 7. Wellness (BHS). 


• The administrative assistant must be conversant with all aspects of the above programs to advise present and prospective students, answer questions from administration, and keep the web pages current with curriculum and policy changes.


• Analyze and organize office operations and procedures such as bookkeeping, information management, filling systems, requisition of supplies, ensure a proper flow of information to the different administrative bodies, supply information regarding School programs to all enquires.


• Financially manages course fees, instructor reimbursements, laboratory and equipment expenditures, guest speakers’ reimbursements and monitors monthly budget statements.


• Maintain student files to keep current and ensure completeness


• Keeps record of meeting minutes

Periodic Duties

• Make schedule changes, and coordinate room schedules for all classes.


• Process the hiring of contract teachers, monitoring contract teacher’s needs and schedules.


• Prepares yearly class schedules for the School.


• Provide classroom support for teachers when absent at meetings/seminars


• Ensure that the accreditation body for the programs operated by the school receives the annual reports, forms, and other materials in an appropriate and timely fashion, as determined by the School Chair.


• Assists in the management of contracts, liability insurance, and site information for clinical facilities


• Prepares online testing and procedures for off-campus students


• Assists the Director of the Dietetic Internship with arrangements for clinical experiences in facilities off-campus, out-of-state, keep a record of Dietetic intern documents, and assist with chats.


• Prepare clinical manual for dietetic interns


• Coordinates School events such as school assemblies, potlucks, vespers, graduation, etc.


• Helps coordinate orientation sessions for campus and off-campus students and orientation


• Prepares and enters bulletin changes


• Maintains files and databases according to school records management guidelines


• Works with students to coordinate their online registration

Supervisory responsibilities

• Directly supervises 15-20 student employees in the School of Population Health, Nutrition and Wellness. Responsibilities include hiring and training employees; planning, assigning, and directing their work; resolving problems.

 

Qualifications

• Four-year degree or equivalent; or 3-4 years job experience; or combination of education and experience.


• Office experience preferred


• Demonstrates efficient multi-task capabilities


• Excellent communication skills - ability to relate to people of various backgrounds and personalities


• Strong customer service skills with a positive upbeat attitude


• Ability to exercise responsible financial management


• Ability to supervise student assistants  


• Proficiency with Microsoft Office applications


• Ability to work independently and take initiative when needed

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

N/A

Interpersonal interactions

N/A

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to sit, and move about from office to office; type, write, carry; reach with hands and arms; and talk or hear.


• Reasonable accommodations may be made to enable individuals with disabilities to perform the duties and responsibilities of this job.

Work environment

• Normal office environment.