Part Time Administrative Assistant - Honors Program

The position will provide administrative support for the Honors Program and is a 12-month in-person position. The position cannot exceed 24 hours per week. The 24 hours per week will be distributed across a Monday through Friday schedule, between the hours of 8am to 5pm. During the months of June and July, hours are reduced to 15 hours per week and will be coordinated with the Director or Assistant Director of the Honors Program.

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, purchases office supplies, conference/ travel arrangements and expense reimbursements; makes copies, files, maintains general office supply inventory, and submits facilities service requests.
• Handles all of the finances for assigned programs, including the monitoring and reconciling of program budgets, processing purchase orders, check requests, travel expense and reimbursement requests, reconciling credit card statements, processing Personnel Action Forms (PAFs), reviewing inventory, purchasing resources and overseeing all other financial matters following required deadlines.
• Answers, responds to, and redirects all incoming telephone calls as well as general office email, faxes, mail, and packages; performs daily pickup and delivery of mail for all assigned areas and completes campus errands.
• Creates, composes and edits documents, presentations and reports. Creates and maintains databases. Assists team members with the management of student and alumni data updates.
• Arranges, supports, and attends meetings, and events. Reserves rooms, prepares calendar Invites of required participants, sends reminders, prepares/gathers materials for pre-meeting distribution.
• Maintains "Shared" files in an orderly manner and ensures that files are up to date and are easily accessible (agendas, syllabi, etc.).
• Collects and distributes changes for catalog (every term) and website (as needed).
• Directs and helps students, alumni, and others seeking information from the office via email, telephone, social media, or in-person communication.
• Produces reports (class lists, graduating students, course-need projections) and manages time-sensitive requests to ensure priorities are handled with a high degree of professionalism and confidentiality.
• Coordinates all administrative tasks associated with the accreditation process, gathering documentation and working with other campus offices as needed.
• Prepares and completes all necessary paperwork for hiring and onboarding new employees and supervises student workers/tutors to include time and attendance.
• Supports events, including chaperoning and assisting with setup at evening/weekend events.
• Actively participates in recruitment fairs and outreach events.
• Monitoring mandatory curricular high-impact points in Canvas and recording results in Argos.
• Tracks student participation at required events.
• Takes and maintains minutes for Honors Council and Honors Student Leadership Council in Teams.
• Supports the development and administration of future specialty programs.
• Performs other duties as assigned.

QUALIFICATIONS:

• High School Diploma required;
• Two years of college or Associates degree preferred.
• 2 to 3 years of administrative or similar experience ideal.
• Must clear and maintain a favorable background investigation and clearance
• Must have the ability to demonstrate basic skills in MS Office and Office 365 (Word, Excel, Teams, Outlook and PowerPoint) including experience with virtual platforms such as Zoom. Experience with Student Management Systems (Ellucian Banner) a plus.
• 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; an ability to work effectively with communities across the university; Highly responsive to the needs of others.
• Must have a high ethical standard and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
• 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 ability to demonstrate 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
• Bilingual Preferred (English/Spanish with the ability to understand and to make oneself 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.