Location: Saint Bonaventure,NY, USA
The administrative assistant is the first face of University Ministries when guests come into building. Offering hospitality and a welcoming and friendly face to University Ministries is an important piece of this position. The administrative assistant will support the programs of Mission Integration, University Ministries, and the Franciscan Center for Social Concern. This position provides clerical and administrative support for the Vice President for Mission Integration, Director of University Ministries, and University Chaplain. This position serves as a member of the University Ministries Team.
Assist with the mission and ministries of the Mission Integration, University Ministries and Franciscan Center for Social Concern:
* Support Vice President for Mission Integration including coordination of Board of Trustees Franciscan Mission Committee and other tasks as needed.
* Pick up mail and sort daily.
* Assist with photocopying, folding, mailings, etc. as needed.
* Send out a weekly email soliciting agenda items for Team meeting and create agenda. Take meeting minutes at UMin Team meetings and send out minutes the following day.
* Assist with blanket PO's as needed.
* Coordinate liturgical schedules and records with University Chaplain. This includes monthly presider schedule, daily/weekly Notice Board, Mass intentions including Mass cards, notification to appropriate partners, record keeping.
* Create In Piam Memoriam list used at commencement.
* Generate a monthly calendar of UMin events to be shared with the campus community.
* Maintain UMin/FCSC volunteer data base, working with student coordinators to compile accurate attendance records.
* Maintain sacramental records, including notifications after sacraments are celebrated, schedule sacraments celebrated on campus with consultation of both the Director of University Ministries and University Chaplain.
* Prepare weekly FCSC thank you notes for mailing.
50%Oversee the McGinley-Carney building:
* Unlock conference rooms, kitchen, work rooms and work room cupboards each morning. Each evening, lock work room and cupboards.
* Inventory supplies in the building and order more when needed.
* Submit FSR's for maintenance/housekeeping as necessary.
* Supervise UMin student employees.
* Coordinate the scheduling of the McGinley Center rooms through 25 Live and/or working with the Events staff.
25%Ensure that University Ministries is a welcoming place for students, staff, faculty and visitors:
* Welcome and direct guests to the building.
* Answer the main phone extension and direct calls.
* Coordinate the MCCFM signage (Rise board/lobby monitor) with current event information.
* Daily/weekly postings of reserved usage of Branch and Titus Conference rooms, Great Room and Kitchen.
25%Minimum Qualifications
Education:
High school diploma or its equivalency required, Associate degree preferred.
Years of Experience -
1-3 years of relevant clerical/administrative experience, preferably in an academic setting, or a combination of education and experience from which comparable knowledge and skills are acquired.
Knowledge, Skills, and Abilities
* Possess excellent administrative, communication and organizational skills.
* Have advanced knowledge of all applications of Microsoft 365 particularly Word, Excel, and Outlook.
* Demonstrate openness to learning new technology as needed.
* Develop and demonstrate a multi-cultural awareness and contribute to cultivating an inclusive, diverse and respectful University community.
* Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the University.
* Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
Working Conditions / Physical requirements
* Physically able to lift various materials up to 25 pounds on an occasional basis.
* While performing required job tasks, physically able to bend, crouch and reach continuously.
* While performing required job tasks, physically able to remain seated, frequently to continuously.
* While performing required job tasks, physically able to remain standing up to 25% of the time.
* Possesses dexterity abilities required to operate a computer and other office equipment to perform related job responsibilities.
Applicants must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.
Full-time employees at SBU enjoy unparalleled benefits
Abundance of Time off
* 20 Days of Paid Time Off
* 20 Paid Holidays
Tuition Remission
* 100% undergraduate tuition remission for employee, spouse, and dependents
* 80% graduate tuition remission for employee (online and ground programs)
* 50% for spouse (ground programs only)
Full Benefit package
* 403b Retirement Plan + 10% Employer contribution after 2 years
* Health Insurance with $250 Wellness card
* Dental Insurance
* Employer Paid Vision and Life insurance
* Short-term Disability
* Employer Paid Long-term Disability
* Employee Assistance Program
Other Perks
* Free access to campus fitness center
* 2 free Division 1 Men's Basketball Season tickets
* Golf course membership discount
* Other National and Local discounts available