Sr. Administrative Assistant- AZ- Student Services

Summary

The Sr. Administrative Assistant ensures consistent, professional, and confidential administrative support to the Student Service Department, which includes the Rec Center, Housing, Student Counseling, and Academic Support Center. All while complying with the university policies and standards and the federal policies related to data privacy, communication, and professional conduct. The position reports to the Dean of Student Services.

Essential Duties and Responsibilities

 Daily Administrative Duties: 

• Greet and assist all visitors in a professional and welcoming manner.
• Provide general information about the department’s services and direct inquiries appropriately.
• Perform daily office opening procedures, including preparing shared spaces and ensuring the office is operational and ready for the start of each business day.
• Receive, sort, and distribute departmental mail daily. Monitor, track, and distribute incoming faxes to ensure timely delivery and follow-up.
• Monitor and replenish office supplies; submit purchase requests as needed.
• Ensure office equipment is in working order and report maintenance or IT issues promptly.
• Organize and maintain the staff kitchen, Student Services pantry, storeroom, conference room, and reception area.
• Assist students with reimbursements.
• Prepare checks for deposit and assist with credit card settlement processing.
• Provide weekly reports to Financial Services.
• Organize and maintain files, ensuring all records are current and easily accessible.
• Copy, scan, and file documents as needed to support office operations.
• Prepare reports, correspondence, and other required documentation accurately and on time.
• Input and maintain data in Excel spreadsheets and electronic student information systems.
• Coordinate student health insurance enrollment, verification, and Leave of Absence (LOA) insurance processes while assisting students and staff with insurance-related support.
• Responsible for laboratory (titer) requests, immunization records, and student drug screening processes, including troubleshooting, result reporting, and compliance support.
• Administer the academic locker program and coordinate chapel reservations, maintenance requests, and related facility operations.
• Recruit, onboard, schedule, and monitor work-study students and cafeteria baristas while providing operational and payroll support for student employment programs.
• Other duties as assigned.

 Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience                                             

High school diploma or GED and 3-5 years administrative support experience required.  One year certificate from college or technical school and/or Associate degree and 3-5 years relevant work experience is desired.  Experience working in a team and customer service-oriented environment.  Excellent written and verbal communication skills.

Computer Skills                                           

Computer proficiency in MS Office (Word, Excel, Outlook).

Reasoning Ability                                                     

Intermediate skills:  Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally required to stand, walk, use hands to handle or feel, and reach with hands and arms.  The employee is regularly required to sit, talk, and hear.  The employee must occasionally lift and /or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois, and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech-language pathology, biomedical sciences, and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long-term disability and pet insurance.  We offer flexible spending accounts, including healthcare reimbursement and a child/dependent care account.  We offer a work-life balance with a competitive time off package including paid holidays, sick/flex days, personal days, and vacation days.  We offer a 403(b) retirement plan, tuition reimbursement, a child care subsidy reimbursement program, identity theft protection, and an employee assistance program.  Wellness is important to us, and we offer a wellness facility on-site with a fully equipped fitness facility. 

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).  Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.