Senior Administrative Assistant, School of Health Sciences

Elmhurst University; Elmhurst (IL); On-site; USD 32,000 - 35,000; Full time

Job summary

Elmhurst University invites applications for an Administrative Assistant supporting the School of Health Sciences in Elmhurst, IL. This non-exempt, full-time role handles front-office duties, data entry, and campus communications, with a focus on accuracy and service in a dynamic academic environment.

Responsibilities include onboarding adjunct faculty, payroll coordination, and maintaining essential records.

Qualifications

• High school degree; strong organizational, oral, and written communication skills.
• 3+ years of administrative assistant experience.
• Proficient with Microsoft Office, Adobe Acrobat, and OneDrive.

Responsibilities

• Serves as a primary contact for the School of Health Sciences, delivering prompt, professional inquiries response and exceptional customer service.
• Prioritizes workload, resolves administrative issues, and coordinates activities for the Dean, faculty, and academic programs.
• Coordinates adjunct faculty onboarding and entry of course and instructor assignments for contract administration and payroll with Academic Affairs, HR, and Payroll.
• Creates, edits, and distributes school communications and digital content on the University site and department pages.
• Maintains databases, records, spreadsheets, budgets, and summarizes data related to course evaluations and initiatives.
• Coordinates meetings, events, and logistics for the School, including scheduling and support for events.

Skills

Organization

Communication

Multitasking

Independent work

Customer service

Education

High school diploma

Bachelor's degree

Tools

Microsoft Office

Adobe Acrobat

OneDrive

Job description

Position Status: Non-Exempt, Full-Time (2080 Annual Hours)

Salary Range: $23.25 – $25.25 per hour. This is the expected hourly rate for this position. The actual salary offered will depend on a candidate’s experience and education, and departmental budget.

Responsibilities

• Serves as a primary point of contact for the School of Health Sciences, responding promptly and professionally to inquiries while providing exceptional customer service and fostering positive working relationships with faculty, staff, students, and external partners
• Exercises independent judgment in prioritizing workload, resolving administrative issues, and coordinating activities in support of the Dean, faculty, and academic programs
• Coordinates adjunct faculty onboarding and ensures timely and accurate entry of course and instructor assignments to support contract administration and payroll processing in collaboration with Academic Affairs, Human Resources, and Payroll
• Creates, edits, and distributes School communications, including correspondence, reports, mailings, and digital content on the University website and department web pages
• Manages and maintains databases, records, spreadsheets, and budgets, and compiles and summarizes data related to course evaluations, surveys, recruiting efforts, and other School initiatives
• Coordinates meetings, events, and activities for the School, including scheduling, logistics, communications, and support for events
• Prepares and manages a variety of documents and materials using Microsoft Office, Adobe Acrobat, OneDrive, and other University-supported technologies to support academic programs and departmental operations
• Performs general office duties, including ordering and tracking supplies, coordinating printing and copying services, and distributing mail
• Serves as a liaison between the School of Health Sciences and University offices to coordinate academic, operational, and administrative processes
• Administers and updates faculty forms and serves as a resource regarding School procedures, systems, and administrative processes
• Maintains proficiency in University systems and technologies

Other Duties And Responsibilities

• Supports the mission, vision and values of Elmhurst University
• Demonstrates a strong commitment to continuous improvement
• Performs other duties as assigned

Requirements

Minimum Qualifications

• High school degree
• Excellent organizational, oral, and written communication skills
• 3+ years of previous administrative assistant experience
• Ability to perform multiple tasks under pressure and to work independently
• Proficient with Microsoft Office, Adobe Acrobat, and OneDrive
• Ability to analyze and synthesize data
• Professional presence with strong customer service skills

Preferred Qualifications

• Bachelor’s degree
• Experience in higher education or in an academic setting

Working Conditions/Physical Requirements

The essential functions of this position are primarily performed in an indoor setting with limited exposure to outdoor weather conditions. Work is often sedentary in nature and requires remaining in a stationary position for extended periods. Required abilities include speaking and hearing for in-person and virtual communication, using close and distance vision when reading documents or viewing screens, and performing tasks with repetitive fine motor skills. Work may require occasional lifting, bending, carrying, or otherwise moving objects weighing up to 15 pounds. Qualified applicants who can perform the essential functions of this position with or without reasonable accommodations will be considered.

Benefits

An overview of Elmhurst University benefits is available here.