Administrative Assistant
: Job Details :

SUMMARY

The individual in this position supports and coordinates a fast-paced office and provides clerical support to the faculty and/or staff of the School of Arts, Sciences, Business, and Education. He/she will also be tasked with providing administrative support to the office of the Assistant Dean of Academic Affairs part of the time. The position serves as a liaison between the School and the University community by interacting with students, faculty, staff and administration. The incumbent assists with almost all aspects of maintaining the functions under the direction of the Dean. Exceptional communication and computer skills, as well as organizational abilities are required in order to perform this job successfully.

KEY RESPONSIBILITIES

* Acts as a liaison between the Dean and specific departments and the general public. May act as receptionist for the School, answers and screens telephone calls, visitors and/or mail, takes messages.

* Provide administrative support as needed to the Assistant Dean of Academic affairs.

* Responds to routine requests for information regarding all School/Department programs and events and refers complex requests to appropriate staff or faculty members.

* Manages daily functioning of the School/Department office, including supplies, mailings (including bulk), work orders, student worker relations, student record upkeep and other file management.

* Collaborates with the Executive Administrative Assistant on Scheduling appointments and coordinating arrangements for meetings, conferences, and travel. Coordinates all logistics for School/Department events.

* Organizes work flow and initiates follow-up action and communications on behalf of Dean, Chairs or Directors and other faculty and staff. Collects and disseminates information within and beyond the University accordingly.

* Organizes and maintains files and records in accordance with School/Department procedures, and follows up on pending matters.

* Coordinates and maintains all surveys, agendas and reports generated by the School/Department; assembles data and compiles statistical information as needed.

* Obtains information from other administrators or outside representatives.

* Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, reports and marketing materials (e.g., brochures).

* Uses appropriate software and information sources to continually update and improve the School and Departments' web presence.

* Supports School/Department in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.

* Establishes own work priorities under the policies and procedures of the School/Department.

* Uses appropriate discretion and judgment relating to the Dean's or Chairs' schedule, correspondence and commitments.

* Recognizes and maintains circumstances of a confidential nature.

* Performs other related duties as required.

QUALIFICATIONS

Education & Experience

* High School Diploma or equivalent required; Associates or Bachelor's degree preferred.

* Two to three years' experience as an administrative assistant preferred

* Experience in higher education a plus

Other Qualifications

* Demonstrated ability to work collegially, balance and prioritize assignments, manage multiple projects, problem solve and offer clerical support to more than one person

* Strong organizational, interpersonal, and customer service skills; ability to manage changing priorities and meet deadlines

* Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents.

* Ability to work in a fast paced, customer service environment with patience, flexibility and attention to detail

* Possess solid general computer skills, including ability to work in a Windows environment. Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data base management). Familiarity with specific applications used by the University/Department a plus.

* Demonstrated ability to recognize and appropriately handle matters of a confidential nature

* Professional, courteous demeanor and appearance; ability to work professionally with students, faculty, staff and administration and represent the University professionally to the public

* Cultural competency to work with diverse student and/or employee population

* Commitment to the mission of the University of Saint Joseph

* Ability to perform library and community research

* Physical ability to perform essential functions of the position, with or without reasonable accommodation

Physical Requirements

The physical requirements and description of the work environment are representative of what an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Activity

Approximate Percentage of Time Spent in this Activity

(Minimal, Some, Substantial)

* Bending

Minimal

* Climbing (e.g. stairs)

Some

* Keyboarding

Substantial

* Kneeling

Minimal

* Lifting (indicate maximum weight)

Some, generally not more than 15 pounds

* Reaching

Minimal

* Sitting

Substantial

* Standing

Some

* Using Telephone

Substantial

* Walking

Some

* Other (please explain):

Event/Meeting Set-up, may include food handling

Some

Work Environment (a brief description)

Standard office environment, with ability to travel to and attend events on and off campus. May include the purchasing of supplies off campus and bringing to campus for event setup.