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Provides organizational and clerical assistance to ensure the smooth operation of both the HPP and LIM programs, while also assisting the Dean of Studies with broader academic administrative responsibilities. This is a full-time, 37-hour-per-week position that typically allocates approximately 30 hours per week to supporting the Health Professions and LIM programs and approximately 7 hours per week to supporting the Dean of Studies.

Work Days: Monday-Friday

Shift Start/End Time: 8:30 am-4:54 pm with an hour lunch

Hours Per Week: 37

Weeks Per Year: 52

Pay Status and Classification: Non-exempt, Regular full-time.

Work Location: This position is an onsite role is not eligible for a hybrid work schedule.

Supervisor: Dean of Studies

Position Purpose: The administrative assistant for the Health Professions and Leadership in Medicine(LIM) program provides organizational and clerical assistance to ensure the smooth operation of both programs, while also assisting the Dean of Studies with broader academic administrative responsibilities.

This is a full-time, 37-hour-per-week position that typically allocates approximately 30 hours per week to supporting the Health Professions and LIM programs and approximately 7 hours per week to supporting the Dean of Studies.

Primary responsibilities include managing schedules, coordinating meetings and events, maintaining student records, staying up to date on program policies, changes and standards, financial tracking and budgeting, and communicating with prospective, current and graduated students. In addition to program-

specific tasks, the role includes supporting associated administrative tasks and special projects related to the Dean of Studies office. This role requires strong organizational skills, attention to detail, and the ability to support faculty and staff in the execution of program objectives.

Essential Responsibilities and Duties:

Office Support:

Health Professions and LIM Program

+ Serves as the first point of contact for visitors. Manages all office communications and newsletters. Monitors general office inbox to sort and direct emails. Assists during meetings recording and organizing content. Keeps an organized file system of communication between program directors and key stakeholders/students.

+ Maintains/updates websites for both programs, ensuring information is current and accessible; facilitates document storage and sharing between Union and outside partners for both programs.

+ Manages inventory and orders office supplies as needed.

+ Manages office budgets through multiple cost centers and oversees office expenses/purchases/reimbursements. Develops a working knowledge of Workday to process payments, reconcile transactions, and complete finance tasks. Prepares budget reports and assists with financial planning.

Dean of Studies

+ Assist with administrative office needs (e.g. budget reports, reconciling workday transactions, website maintenance).

Administration:

Health Professions and LIM Program

+ Manages all office logistics regarding events, committee meetings, workshops, and office-sponsored programs/events (i.e. room reservations, dining services, instructional technology or any other campus contacts necessary for organizing events).

+ Develops and maintains spreadsheets to track student progress and outcomes. Maintains student files and portfolios/credential files for professional school applicants and current LIM students with dual Clarkson enrollment. Updates alumni tracking documents.

+ Manages time-sensitive committee letter submissions to professional schools; maintains records of materials sent and acknowledgements from professional school application services.

+ Maintains student database and updates census quarterly; runs queries as needed.

+ Assists with preparation of assessment data, acceptance reports and LIM Policy & Promotions materials.

+ Remains up-to-date on program policies and procedures as well as keeping a clear record of policy changes for each program, including through Union College, partner schools and the State Education Department.

+ Serves as a primary liaison between the programs and Union College Registrar as well as oversight for communication regarding program and graduation requirements. Communicates with program directors and students directly when issues arise.

Dean of Studies

+ Assist with administrative scheduling.

+ Support administrative tasks related to academic programs and processes (e.g. transfer credit requests, fourth course waivers, internship notation forms).

+ Assist with special projects (e.g. Steinmetz Symposium, first-year course registration).

+ Offer support to other Dean of Studies staff as assigned, depending on seasonal or emergent needs.

Additional items:

+ Exercises discretion with highly confidential information on a daily basis.

+ Hires, trains, supervises, and oversees payroll for work-study students.

Qualifications:

+ Associates Degree and 3-5 years of administrative support experience, or a combination of relevant education, training, certifications, and/or work experience. Experience working in a higher education and a small liberal arts environment is preferred.

+ Strong communication skills and proficiency in software programs including Microsoft Word, Excel, Google Suite, Power Point, and Adobe Acrobat are required.

+ Experience and skills in reading and writing of programmatic documents as well as proficiency in student record keeping and financial management.

+ Ability to exercise exceptional judgment, ensure strict confidentiality of sensitive and protected student information, and demonstrate outstanding professionalism in a range of situations.

+ Ability to foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, alumni, faculty, and staff colleagues.

+ Ability to support in calming and deescalating students, parents, or others in high stress situations.

+ Ability to anticipate and meet the expectations of program directors and program students(current, prospective and alumni).

+ The ability to introduce and drive in4novation in ways small and large.

+ Ability to work independently under general supervision in a flexible work environment, take initiative on projects, and prioritize competing demands.

+ The ability to proactively identify and pursue relevant learning and professional development opportunities and apply new knowledge, insights, and skills to enhance results.

Compensation:

The hourly range for this position is $19.00-$21.00 per hour. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.

We offer exceptional benefits including:

+ Generous Vacation, Sick, and Personal Time

+ Winter Recess Break in Addition to Paid Holidays

+ Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)

+ Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs

+ Employee Scholarships toward Certifications, Seminars, Training and Professional Development

+ Pre and Post Tax participation in a 403(b) Retirement Plan

+ Salary Continuation Program in the event of Disability

+ Tuition Assistance Program for Employee, Spouse and/or Dependents

Background Checks: In accordance with our background check policy (http://www.union.edu/human-resources/background-check-policy?\_ga=2.164769983.1635496244.1717465945-1000516401.1717465945) , finalists for hire will undergo a background check that includes education, employment, and criminal convictions.

E-Verify Participation: Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. Learn more about E-Verify (https://www.e-verify.gov/) and your Right to Work (Derecho a Trabajar) (https://www.e-verify.gov/sites/default/files/everify/posters/IER\_RightToWorkPoster%20Eng\_Es.pdf) .

Union College

Officially chartered in 1795, Union College is the fifth-oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem-solving requires breadth across humanities, arts, social sciences, science, and engineering.

Accommodations

If you require an accommodation throughout the interview process, please don't hesitate to contact our Human Resources department at [email protected] or 518-388-6108. We are committed to ensuring that all candidates have equal access to opportunities and can participate in a fair and inclusive hiring process.

Diversity at Union College

Union College is an equal-opportunity employer and is strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social, and cultural opportunities to facilitate the integrated academic, social, and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin, and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities who request such accommodations.

Non-Discrimination Policy

Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression, and veteran status. In this regard, opportunities for advancement will be made available without bias. The College is also subject to state and federal laws and supports efforts to attract and retain fully qualified women and other minority group members for faculty and other positions. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity and Affirmative Action.