Administrative Assistant

Job Description

Job Description

The incumbent in this position supports and coordinates fast-paced office(s) and primarily provides administrative support to the faculty and staff of the Nursing (Graduate Programs) and Counseling and Applied Behavioral Sciences departments. The position serves as a liaison between the departments and the University community by interacting with students, faculty, staff and administration. 

• Acts as receptionist for the departments, answers and screens telephone calls, visitors and/or mail, takes messages.
• Responds to routine requests for information regarding Department programs and events and refers complex requests to appropriate staff or faculty members. 
• Manages daily functioning of the Department office, including supplies, mailings (including bulk), work orders, student worker relations, student record upkeep and other file management.
• Schedules appointments and coordinates arrangements for meetings, conferences, and travel. Coordinates all logistics for Department events.
• Organizes work flow and initiates follow-up action and communications on behalf of Dean, Chair or Director and other faculty and staff. Collects and disseminates information within and beyond the University accordingly.
• Organizes and maintains computer files, office files, and records in accordance with Department procedures, and follows up on pending matters. 
• 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 Department's web presence.
• Supports Departments in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.
• Recognizes and maintains circumstances of a confidential nature.
• Performs other related duties as required.

Department Specific Responsibilities

• Provide administrative support for graduate practicum and internship processes under the direction of program director, including tracking placement-related deadlines, forms, approvals, onboarding requirements, and other required documentation 
• Assist with routine liaison communication among students, faculty, and clinical sites regarding site documentation and affiliation agreement status
• Support administrative aspects of program assessment, reporting, and accreditation
• Support departmental admissions applicant processes, including scheduling interviews, and coordinating communications.

Education

• High School diploma or equivalent required; associate or bachelor’s degree preferred
• Two to three years’ experience as an administrative assistant is strongly 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. 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
• 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