Carlow University Hiring for Administrative Assistant II – Graduate Occupational Therapy and Physical Therapy Programs at Pittsburgh, PA Full Time

Administrative Assistant II – Graduate Occupational Therapy and Physical Therapy Programs

Carlow University is a
comprehensive Catholic university in a culturally rich section of Pittsburgh. Founded in 1929 by the Sisters of Mercy, it is one of the 17
member institutions of the Conference for Mercy Higher Education. Carlow is recognized for educating traditional students and adult learners
for a lifetime of ethical leadership and service.

Email responses to job postings will receive a message confirming receipt. To
ensure receipt, utilize your email’s return receipt option when sending information. No phone calls please. 

Due to the
high volume of resumes received, Carlow University is not able to respond to inquiries regarding the status of resumes. If we determine that
your skills and experience match the position requirements, we will contact you. If you do not hear from us, we encourage you to revisit
this page for future opportunities. 

The Administrative Assistant II position requires professional
administrative skills, interpersonal communications aptitude, customer service orientation, and a collaborative interface with all
University personnel. The incumbent must possess the ability to exercise good judgement in establishing priorities and problem solving.
Strong attention to detail, the ability to work with a diverse population, and the initiative for self-directed accomplishment is
essential.

Education/Experience:

An Associate degree and/or three to five years of administrative support
to senior level managers. Experience in a higher education environment is preferred.

Skills Required: 

• Proficient in using Microsoft Office suite. Adobe Professional recommended. Creates, edits and proofreads routine letters and/or reports
  as well as other documentation, including email, presentations and spreadsheets.
  • Word
    • Ability to create, edit and format
      multi-page documents using headers, footers, page numbering, tables of contents, insert tables and graphics.
    • Ability to create mail
      merge documents, such as letters and mailing labels.
  • Excel
    • Ability to create spreadsheets, calculate
      arithmetical formulae, filter and sort data.
  • Power Point
    • Create, format and edit slides and presentations.
      Insert graphics, sound objects and html links.
  • Outlook
    • Create appointments, set up meetings, track meeting
      attendance, attach documents to emails and meetings.
• Professional demeanor (face to face, telephone,
  email); ability to communicate with diverse population of people; ability to remain calm under pressure or when dealing with challenging
  situations.
• Proven ability to maintain strict confidentiality and handle sensitive matters using discretion, diplomacy and good
  judgement.
• Excellent written and spoken English language skills.
• Ability to efficiently operate telephone, e-mail and
  related systems.
• Recognize and respond to emergent situations as necessary.
• Excellent organizational skills.
• Proven analytical and problem solving skills and willingness to take the initiative to address issues/solve problems as they arise.
• Ability to independently acquire and apply new knowledge, recognize learned experiences as an opportunity for professional growth, while
  modeling growth effectively.
• Ability to follow through on projects from beginning to completion.
• Able to work on multiple
  complex projects simultaneously.
• Understands the need for flexible work hours.
• Ability to adapt to change with little
  notice.
• Understanding and adherence to business ethics.
• Ability to work collaboratively across other units.

Duties and Responsibilities:

• Under general direction, provide administrative and organizational support to
  unit or group of professionals.
• Determine ways to increase efficiency and effectiveness of general office procedures and
  processes.
• Screen and direct inbound inquiries and calls, respond to moderately complex questions, provide information, direct
  callers as appropriate, analyze problems and resolve issues as necessary, greet visitors and attend to their needs.
• Interface and
  communicate across various units, with all levels of internal constituencies, as well as external contacts (vendors, clinical site
  preceptors, professional agencies)
• Monitor and track multiple unit accounts with active purchasing activities by, maintaining
  running balances of subaccounts established within the department, and preparing financial reports for the supervisor making financial
  decisions. Prepare moderately complex financial documents, using accurate financial coding, documenting as necessary.
• Collects,
  compiles and analyzes moderately complex data and information. Composes straightforward written descriptions of results. Researches, drafts
  and/or reports, i.e., conduct initial research to gather information for supervisor regarding topic of interest.
• Independently make
  and/or cancel appointments, update, maintain and monitor calendars, schedule meetings, schedule classrooms and meeting rooms, and arrange
  use of outside facilities, if necessary.
• Review and distribute incoming mail and reroute mail, fax and copy documents as
  appropriate, to request/initiate action and ensure results.
• Assess the degree of confidentiality of all information received or
  requested and respond accordingly.
• Plan and coordinate meetings, communicate with other units (I.e. facilities, food service, etc.)
  ensuring that all resources are prepared and in place for the meeting participants. Prepare agendas and take minutes.
• Train, assign
  work and review the work of student employees.
• Ensure that office management procedures are followed, and unit equipment and
  supplies are maintained.
• Back up administrative assistants to other University and College departments as needed and as available
  and serve as minute taker for Department and College Committees and special meetings.
• Demonstrate and reflect an understanding of
  and commitment to the mission, vision and core values of Carlow University and the Sisters of Mercy.

Why Carlow
University?

• Culture of integrity, dignity and respect for all
• Strong commitment to social justice
• Ethical forward-thinking leadership
• Comprehensive medical, dental, vision, life & disability benefits package
• Tuition benefits for undergraduate and graduate programs
• Health Savings Account and Flexible Spending Account options
• Wellness and Employee Assistance Program
• Complimentary use of Carlow’s fitness center and amenities

Successful candidates must be committed to envisioning the future of liberal arts and professional education in a rapidly changing
environment; have experience working with diverse populations; actively support Carlow’s commitment to equity, inclusion, and
community; and be able to articulate how they will contribute to Carlow University’s Catholic, Mercy mission and values through their
teaching, scholarship, and service.

Carlow University employees commit themselves to the highest standards of ethical conduct. 
They commit to act with integrity, treat others with respect and dignity, carefully steward the University’s resources, avoid conflicts of
interest or commitment, maintain confidentiality, and comply with legal and professional obligations. 

Carlow
University is an Equal Opportunity/Affirmative Action Employer. We strive for a campus that reflects our urban setting and is inclusive of
underrepresented groups to enhance our university community. 

EEOC policy

One of
the core values of Carlow University is Sacredness of Creation. We revere each person and all creation and the diversity they embody. The
University, as an educational institution and as an employer, values equality of opportunity, human dignity, and racial/ethnic and cultural
diversity. We respect our diversity as we are called in both the University’s mission and core values. Our commitment to inclusivity,
respect and acceptance informs every aspect of the University community.

Accordingly, the University prohibits and will not engage in
discrimination or harassment on the basis of race, color, religion, sexual orientation, handicap or disability, sex, age, pregnancy,
ancestry, national origin, place of birth, genetic information, gender identification, veteran status or any other category protected by
federal, state or local law. This policy applies to all programs and activities, with respect to both admissions and employment.