Job DescriptionDescription The Administrative Assistant, Education provides complex secretarial services and administrative assistance to members of the Education Department. Responsibilities of the position require support for daily administrative operation in the department, efficient application of secretarial skills, a moderate degree of decision-making, and independence of action. The Administrative Assistant, Education acts as the public relations representative of the department and office; answers questions and directs visitors and callers to the appropriate department member; updates departmental web pages, responds to requests for information or supplies, requiring an in-depth knowledge of all of the policies and procedures of the department, and establishes and maintains office or departmental files, including confidential files, and helps organize the department's internal recordkeeping. The Administrative Assistant, Education maintains and monitors departmental office budgets and purchases for the department chair and assists in preparing upcoming budget year, orders supplies and keeps stocks available for faculty or staff members, processes and organizes data in quantitative report format for completing reports on a periodic basis, and trains student employees and maintains professional work environment for student assistants. The Administrative Assistant, Education pre-registers students using the College's database software, processes applications to the Department and sends appropriate letters to student and staff, coordinates details associated with planning departmental meetings and presentations, such as reserving rooms, ordering food, scheduling needed equipment, and making vehicle request and hotel reservations, and performs clerical tasks such as typing various departmental forms, filing, distributing packages, processing bills, and maintaining department spaces. The Administrative Assistant, Education will preparedepartmental brochures and other informational items concerning departmental programs, order desk copy of books to be used in departmental classes, assist with with departmental meetings, including creating meeting agendas in consultation with the chair and taking minutes. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements. Minimum Qualifications
- Graduation from high school or an equivalent combination of education and experience.
- At least two years of prior secretarial experience/post-high school education.
- Demonstrated strong organizational skills.
- The demonstrated ability to use common office software and applications, including Adobe Acrobat, Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, and Forms), and Microsoft Office (Word and Excel). The demonstrated ability to independently maintain programs or administer on-going projects.
- The demonstrated ability to manage and oversee a budget.
- The ability and willingness to maintain confidentiality to FERPA guidelines.
- The demonstrated ability to communicate effectively, efficiently, and professionally.
- The ability to accept direction from supervisors, accept constructive criticism, and follow work rules and procedures.
Preferred Qualifications
- The demonstrated ability to work well with others and maintain positive interpersonal relationships with students, faculty, staff, and the public.
- Prior experience in a college environment.
- The ability to project a positive public image.
Schedule 10 Months with June and July off/ 40 Hours/ Monday - Friday EEO Statement Saint Mary's College is an Equal Opportunity Employer, in keeping with the College's mission, Saint Mary's is committed to increasing racial and ethnic diversity at all levels - students, faculty, and staff - and seeks applications from candidates who share this commitment.