CASE Administrative Assistant

Department

Academic Success & EngagementJob Description

The Administrative Assistant must have superb organizational and communication skills as well as the ability to work under pressure. The individual should be efficient, resourceful, a good problem solver and a self-starter, but also comfortable being a member of a team whenever necessary. Assuring a steady completion of workload in a timely manner is the key to success in this position. This position involves considerable enthusiasm, independent judgment and initiative, workplace triage related to the various services provided by CASE, and organization. The role requires the individual to perform a diversity of responsible, confidential and complex administrative and office management duties, and act as liaison, on behalf of the Dean or the Center, with other University departments, staff, students and their families, outside agencies, and the general public. The individual in the role will ensure the efficient operation of the office, working with the Dean and Coordinator, and will interface with the University Admission team as needed.

Salary: $40,686Duties & Responsibilities

* Assist the following offices and programs, including but not limited to Academic Success and Engagement, EOF, TRiO, and Student Disability Services.
* Assists the Dean as needed with administrative work, office management and area planning
* Develop and implement departmental administrative procedures
* Manage the calendars, schedules, and the physical space in the Center, including space and equipment
reservations
* Assist with placement testing, exam proctoring for students with accommodations, and advising appointments
* Greet and assist visitors
* Assist and coordinate office and program affairs, meetings, seminars, and other events
* Create promotional material in print and electronically (i.e. flyers, posters, social media campaigns, etc.).
* Handle material acquisition duties, communicate arrangements to appropriate individuals
* Assist with department and program initiatives
* Prepare notices and memos as needed
* Serve as a liaison to faculty, staff, students and their families
* Receive and distribute incoming mails for faculty in accordance with personal desires of each faculty member, handle all outgoing mails.
* Proofread and correct documents as needed
* Scan and file documents, and share with proper departments (e.g. enrollment, dean’s office, etc.)
* Design office filing systems and handle office records, maintain electronic files, student records and contact lists
* Follow up, track work flow and provide needed support to various projects
* Handle routine office tasks such as copying, filing; maintain inventory of office supplies, restocking office supplies, maintaining office equipment, answering and screening phone calls, setting up for meetings, generating reports and presentations, managing paperwork necessary for purchasing, among other related duties.
* Supervise work-study and campus jobs employees
* Process and monitor office and program budgets, including placing purchase orders, receiving goods and following through with reimbursements and check requests
* Make travel arrangements for team members
* Other office duties as needed by the offices and programsQualification Standards

• Proficiency in MS Office with expertise in Microsoft Word, PowerPoint, Excel
• Ability to create and share Google Docs, Google Sheets, and other software to set up appointments with advisor/advisees throughout the calendar year.
• Ability to analyze and revise operating practices to improve efficiency
• Detail oriented and comfortable working in a fast-paced office environment
• Exceptional communication skills
• Superior organization skills and dedication to completing projects in a timely manner

Education

Bachelor’s degree expectedExperience

Some experience in higher education, including working with special populations, a plusWorking Conditions

Occasional late day or evening hours may be expected for special eventsPhysical requirements

Candidate should be able to sit and stand for extended periods when assisting with events, and should be able to lift up to 10 pounds of office suppliesPosting Number: PS444P

Open Until Filled: No

Quick Link

https://saintpeters.peopleadmin.com/postings/3788

Saint Peter’s University desires to ensure that faculty, students and staff members from underrepresented and marginalized populations are an integral part of the life and governance of the institution.