Graduate School Assistant

7 days ago

Pretoria, Gauteng, South Africa New York Medical College Full time
Job Title: Graduate School Assistant

New York Medical College invites applications for a Graduate School Assistant to provide administrative support to the Administrator of the Graduate School of Biomedical Sciences. This role will contribute to the success of our initiatives by providing high-quality administrative support, coordinating meetings, and maintaining effective communication with stakeholders.

About the Position

  • This role requires a highly organized and detail-oriented individual with excellent written and verbal communication skills, able to work effectively in a dynamic environment.
  • A strong understanding of administrative procedures and protocols is essential, as well as prior experience working in an administrative capacity, preferably in a higher education setting.
  • A team player with good customer relations skills is required, as well as the ability to maintain confidentiality at all times.

Duties and Responsibilities

  • General Administrative Support:
    • Provide administrative support to the Administrator, Graduate School of Biomedical Sciences (GSBMS).
    • Greet visitors, answer phones, and respond to inquiries from GSBMS general email accounts.
    • Schedule and coordinate meetings, prepare mailings, update college lists, oversee mail and fax distribution.
    • Handle purchase requisitions, travel reimbursements, space/food reservations, work orders, office supplies, and equipment maintenance.
    • Coordinate GSBMS administrative support with NYMC administrative and academic offices as needed for Graduate School initiatives and special events.
    • Prepare and process correspondence, prepare documents for meetings, and follow up on internal and external inquiries.
    • Assist Administrator with implementation of office procedures and policies.
    • Assist with special projects within the department and in conjunction with the Dean.
    • Provide assistance and support to other areas of academic administration.
    • Prepare documents for Graduate Program Director and Graduate Faculty Council meetings.
    • Assist with committee meeting preparation and minutes.
  • Executive Support:
    • Provide direct assistance to the Dean of the GSBMS as needed.
    • Handle scheduling for the GSBMS office calendar, as well as Dean's schedule.
    • Arrange travel for the Dean.
  • Admissions Support:
    • Provide backup administrative support to the Admissions function, as needed, including admissions filing and coordination and support of admissions and recruitment meetings and events.

Required Qualifications

  • Bachelor's Degree required.
  • Computer literate: Microsoft Office Suite, Adobe Creative Cloud (Photoshop, Illustrator, and InDesign), fluency in electronic communication.
  • Prior experience: At least 2-5 years administrative support position at mid- to senior-level, preferably in a college or university setting.
  • Excellent interpersonal skills and ability to multitask concurrently with program tasks involving internal and external offices daily.

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