High school graduation or any equivalent combination of training and experience. Seven years of experience in general office or clerical work.Use of standard office equipment and personal computers. Working knowledge of spreadsheet and word processing software programs. Interpersonal and communications skills. Keyboarding skills. Ability to multi-task and work cooperatively with others. Ability to perform all tasks and job responsibilities safely without injury to self and others in compliance with A&M System and HSC guidelines.
Preferred Education and Experience:
Bachelor’s degree. Seven years of experience in general office or clerical work including some supervisory experience. Certified Professional Secretary ( CPS ) certification.
Provide clerical, logistical and administrative support to the Assistant to the Dean to include but not limited to calendar coordination, filing, typing, data entry, correspondence preparation, travel arrangements, records retention and report construction.
Assist with coordination of Dean’s calendar. Assist in coordination and detail management for Dean’s meetings. Responsible for the management of positive interface with visitors to the Dean’s office. Coordination of Basic Science Department Chair meetings and assist in the coordination of business meetings.
Responsible for updating College of Medicine org charts as needed and posting on the web site.Creation of flyers and invitations for Dean’s office events and activities
Serve as primary support on Resource Team monthly meetings and annual retreat.
Coordinate purchasing and voucher payment interfaces between the Dean’s office and the college’s Business Office, including acquisition of purchase order numbers, receipt of invoices, payment requests for invoices and travel reimbursements.
Maintain inventory of the college’s storage facilities and art inventory.
Maintain property inventory for Dean’s office.
Maintain key inventory for college employees in the Health Professions Education Building
Coordinate maintenance for Dean’s office vehicle, including fueling. Maintain monthly vehicle mileage and fuel reports.
Update floor plans for the college’s buildings as directed by Assistant Dean.
Coordinate scheduling of Dean’s conference room and vehicle.
Coordinate and supervises management of logistical support of recurring Dean’s meetings
Coordinate maintenance of office equipment, usage reporting and supplies. Coordinates Dean’s office supplies and inventory.
Review incoming correspondence and documents for appropriate processing.
Coordinate personnel documents for Dean’s office and assists with office staffing processes.
Coordinate telecommunications support as needed.
Assist with departmental moves.
Other duties as assigned