Administrative Assistant

  • Adler University
  • Chicago, IL 60602, USA
  • Nov 10, 2022
Full time Assistant, Secretary & Executive Assistant

Job Description



Under the direction of the Program Manager, PsyD, the Administrative Assistant will perform diverse administrative, support and clerical duties for the Program Manager, PsyD and assist in coordinating related activities in the department.  These functions will require confidentiality, initiative, and sound decision-making.  This individual will rely on excellent organizational skills and the ability to effectively handle multiple priorities.  Possess the ability to adapt procedures, processes, and techniques to the completion of the assignments and in line with the department's activities and goals.  Additionally, this position will exercise independent judgment, escalating serious or unique problems to higher levels.  The Administrative Assistant leverages industry knowledge and best practices to promote the mission and vision of the Psy.D department and the institution. Supports culture development and management efforts. 



  • High school Diploma or equivalent is required; Associates Degree, Bachelor's Degree or some college courses in business administration or a related field is preferred.
  • Five (5) years of successful administrative experience providing support to executive management is preferred.



  • N/A



  • Intermediate level computer skills, must be proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Excellent time management and organization skills and ability to prioritize and take initiative to accommodate work flow
  • Ability to work independently and as a member of a team
  • Must be professional, discreet in manner in maintaining confidentiality and able to exercise discretion
  • Ability to work in a high stress and fast paced environment
  • Excellent interpersonal skills required, with the ability to interact with all customer groups - staff, faculty, visitors, Board of Trustee members, and the community at large
  • Must be able to meet deadlines and handle multiple priorities
  • Must possess excellent verbal and written communications skills to include ability to effectively handle complex questions and issues independently
  • Strong business sense, and professionalism to communicate with all levels of management and staff
  • Flexible and cooperative in working on team efforts with attention to detail
  • Ability to adapt procedures, processes and techniques to the completion of assignments
  • Accurate typing and data entry skills
  • Ability to come to work promptly and regularly
  • Ability to concentrate and perform accurately
  • Ability to take direction and react to change productively and to handle other tasks as assigned


Supervision (if applicable):  N/A


Essential Duties & Responsibilities:


  • Maintains positive and professional student, faculty and staff relationships
  • Provides administrative support including but not limited to answering calls and routing to appropriate staff/faculty, calendar scheduling and management, materials preparation, and dissemination
  • Supports Program Manager with general operational tasks
  • Creates, monitors and maintains up-to-date student lists
  • Develops and maintains databases to accurately track student milestone data and outcomes
  • Generates and runs reports to confirm Alumni and student eligibility for Licensure Exam prep kits in advance of order fulfillment, prepare and submit invoices for payment
  • Gathers data required for completion of APA Annual Report Online
  • Assists in developing and maintaining digitized filing systems
  • Manages logistics of student and faculty meetings; reserve rooms, send invitations, set reminders of upcoming appointments, transcribe, and prepare meeting minutes
  • Actively participates in Program and University events including Commencement ceremony
  • Manages communication of information to students around Program related events and activities
  • Provides exam proctoring assistance
  • Prepares invoices and purchase order requests


Universal Core Behaviors:


  • Effectively expresses oneself in all oral and written communications.
  • Exhibits good listening and comprehension skills.
  • Keeps others informed, as well as responds, in a timely manner.
  • Demonstrates match between words and actions.
  • Responds with tact, diplomacy, respect and composure when dealing with others.
  • Promotes the spirit and essence of the School's Vision, Mission, Values and Key Strategies through both verbal and written communication.


Teamwork and Collaboration:

  • Cooperates with others toward the achievement of common goals.
  • Seeks consensus and win-win solutions to problems and conflicts.
  • Contributes actively and participates fully in team initiatives.
  • Puts success of the team above own interests.
  • Builds and maintains constructive work relationships.


Responsive to Change:

  • Supports changes in the work environment.
  • Displays a proactive, problem-solving approach toward work.
  • Committed to life-long learning by continuously increasing skills, knowledge and effectiveness.
  • Actively seeks and initiates creative and innovative solutions.
  • Exercises sound, accurate and informed independent judgment when needed.


Quality-Driven and Accountable:

  • Results-oriented and committed to quality through continuous process improvement.
  • Eliminates ineffective activities and closes performance gaps.
  • Anticipates and responds to customer needs.
  • Monitors own performance, accept responsibility for actions and actively seeks feedback.
  • Meets deadlines and completes projects and activities in professional, timely manner.
  • Seeks opportunities to increase productivity and/or reduce costs while maintaining highest quality standards (fiscally responsible).


Support of Vision, Mission, Values, Key Strategies:

  • Supports and models the School's Values of: social interest, compassion, justice, respect for the individual, honors diversity and difference, intellectual rigor, optimism and collaboration.
  • Articulates the School's Vision, Mission, and Key Strategies in a way to educate others.
  • Demonstrates active commitment in advancing the School's Vision, Mission and Key Strategies.
  • Exhibits personal integrity, honesty, zeal and compassion.
  • Aligns work processes to advance the School's strategic plan and key strategies.


Equal Opportunity Employer

It is the policy of Adler University that all persons are entitled to Equal Employment Opportunity (EEO) protection. The University does not discriminate against any individual for employment because of age, religion, race, color, gender, gender identity, sexual orientation, national origin, ancestry, marital status, physical or mental disability, military status (including unfavorable discharge from the military), or any other category protected by federal, state, or local law.


As part of the Adler's equal employment opportunity policy, Adler will also take affirmative action to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces service medal veterans, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.


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