Administrative Assistant

Description:

Reporting to the Chair, Science Education, the Administrative Assistant provides support and coordination for the Department of Science Education. This position requires the use of independent judgment in planning, prioritizing a diversified workload, and discretion in regular communications with faculty and administration at Hofstra University, the School of Medicine, and Northwell Health.

Responsibilities include, but are not limited to:

• Provides high-level support to the Chair and Science Education leadership, including prepares documents, reports, and presentations; drafts responses to routine and non-routine correspondence; fields routine inquiries; coordinates calendars; and handles confidential and sensitive information.
• Manages assigned faculty calendars.
• Maintains the part-time scheduling system and sends reminders to relevant faculty.
• Schedules and coordinates all necessary meetings, including prepares agendas, records minutes, communicates with presenters or special guests, and arranges audio/visual needs.
• Assists with addressing student, faculty, and staff inquiries as they arise.
• Collaborates with other staff members to cover absences, provide relief during peak periods, and balance workload within the Office of the Dean.
• Completes general office operations, including ensures supplies are available, addresses departmental inquiries, and processes print shop requests.
• Assists with faculty travel reimbursements by prepares supporting documentation and check requests for review.
• Supports the Chair with faculty recruitment interviews.
• Completes other special duties and projects as assigned.

Qualifications:

• Bachelor’s degree and at least three years of progressive experience providing administrative support in a fast-paced, intellectually challenging environment.
• Must be detail-oriented, able to exercise good judgment and discretion, and capable of handling sensitive and confidential issues in a professional manner
• Must be able to establish and maintain positive working relationships with staff, faculty, and students, create measurable goals, set timelines, and meet deadlines.
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities independently.
• Capable of working independently and within a team
• Must have excellent computing skills with and proficiency with MS Excel, Word, PowerPoint, Outlook, Qualtrics