Administrative Assistant, Upward Bound (Grant Funded)

The Administrative Assistant assists with the effective planning and smooth implementation of tasks associated with the mission of Upward Bound, i.e., to motivate and prepare selected high school students to experience success in high school and higher education until graduation.

This position is funded in whole by an external grant and is subject to time-limited funding and is subject to immediate termination if the grant funding ceases. No employee who is in such a position may file a grievance over the termination of the position. The present funding for this position expires on May 31, 2027 and the grant conditions have a cap on the maximum salary that can be paid for this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides comprehensive administrative support in daily activities for the department faculty and staff. Maintains email distribution lists and shared calendars; manages/tracks invoice payments, purchasing of office supplies, conference/ travel arrangements and expense reimbursements; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests.
• Creates, composes and edits documents in both Spanish and English as needed, presentation and reports. Creates and maintains databases. Maintains filing records for faculty, events, student information, programs, and/or course schedules. Assembles and disseminates information as requested for internal and external individuals or organizations including student attendance records and academic progress.
• Handles all of the finances for the program, including processing check requests, reconciling credit card statements, reviewing inventory, purchasing resources and overseeing all other financial matters.
• Plans, arranges and secures resources and logistical details of events or meetings by securing room(s), virtual resources and managing digital requirements. Provides support for set-up/execution, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately.
• Greets and maintains contact with all students, parents, alumni, and others are seeking information from the office via email, telephone, or in-person communication in English and Spanish as needed. Answers, responds to, and redirects all incoming telephone calls as well as general office email, faxes, mail, and packages; including all print, digital, and video resources and maintains professional appearance of office.
• Provides support to faculty, staff and students for day-to-day operations as well as special projects or assignments.
• Assists with department newsletter creation and distribution, and provides the office's contribution to the newsletter. Creates marketing materials and ensures accuracy for department website, print and social media posts for events and programs.
• Provides support to department faculty and students to manage time-sensitive projects and to ensure priorities are handled with a high degree of professionalism and confidentiality
• Prepares and completes all necessary paperwork for hiring and onboarding new employees and supervises student workers/tutors to include time and attendance.
• Performs other duties as assigned.

QUALIFICATIONS:

• High School Diploma or GED required, Associate's Degree from an accredited college or university or 24 hours of completed college coursework, preferred.
• 3 years of experience providing administrative support to office or department. Experience working in Higher Education or educational environment, preferred.
• Must clear and maintain a favorable background investigation and clearance
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
• Must have the ability to demonstrate intermediate to advanced skills in MS Office / Office 365(Word, Teams, Power Point, Outlook [email and calendar]). Experience with virtual meeting platforms such as zoom.
• Experience with report software (ARGOS) or similar, HRIS/Student Information Systems (Banner) or similar programs, preferred
• Must be able to work on Saturdays during the academic year when participants have pre-college classes.
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
• Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team
• May be required to work more than 40 hours during the workweek.
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.