Administrative Assistant

Job Description

Job Description

This position provides administrative assistance to support the strategic goals and plans of the MBA and Graduate Programs department and is responsible for a wide range of functions including coordination of outreach and engagement and provides digital process support to the Greehey School of Business. Additionally, the assistant will act as a liaison between academic and non-academic units, respond to a wide variety of routine and non-routine inquiries, support different stakeholders, and maintain a professional office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

MBA Program Support:

• Provides comprehensive administrative support in daily activities for the MBA office. Maintain email distribution lists and shared calendars; answer telephones, manages mail, makes copies, flies, maintain general office supply inventory, and submit facilities service requests.
• Processes budget actions for check and cash requests, purchase orders, deposits, reimbursements, travel authorizations credit card reconciliation/allocation, and expense reports; prepares and maintains budget files, expense forecasting, and creates budget forms as needed for overall offices expenses; purchasing of office supplies, all department conference/ travel arrangements for students and faculty along with expense reimbursements for department leadership, and University visitors; manages updates of monthly budget files (individual and departmental) by ensuring all outstanding charges are accounted for in collaboration with department leadership.
• Assembles and prepares publicity, media and materials for meetings, retreats, training, workshops, seminars, conferences, and special events in coordination with communications department. Coordinates the production and distribution of marketing materials and social media releases and maintains applicable webpages and Canvas sites.
• 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.
• Hires, guides and supervises the student workers. Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices; updates job descriptions, interviews and hires; evaluates and maintains records in compliance with Financial Aid guidelines; timesheet approvals, office training and manages daily work plans for Student Workers for the office;
• Develops dashboards, reporting tools, templates, and workflow automation solutions that improve decision-making and operational efficiency for the MBA Office and its staff.
• Supports collection of student records related to admissions, enrollment, retention, graduation, student success, and overall program performance.
• Supports degree plan audits to verify compliance with program requirements, with particular attention to international student visa and enrollment status requirements.

Outreach and Engagement:

• Coordinates outreach and engagement efforts, including alumni thank-you notes, scholarship congratulation letters, and similar communications.
• Develops and maintains non-course GSB Canvas sites for faculty and student engagement (e.g., GSB Information, Experiential Learning, and others).
• Supports engagement and admission activities for non-departmental special programs, including the Future Leaders Internship Program, Future Founders Seed Fund, Business Fellows, and Rosow Scholars Program.

General Administrative:

• Digitizes and automates department processes and procedures, including the undergraduate internship survey, credit transfer requests, expense requests, exit surveys, and others.
• Automates support processes for Graduate Assistants.
• Provides general and technology-focused administrative support for GSB events such as the Business Week Experience, the Forum in Entrepreneurship Series, and The Risk and Insurance Industry Summit for Student Engagement.
• Serves as backup support for the Risk Management Program and Finance & Quantitative Management department, or as otherwise assigned by the Dean's Office.
• Performs other duties as assigned.

QUALIFICATIONS

• Associate's Degree from an accredited college or university or High School Diploma and 24 hours of completed college coursework, required.
• 3 or more 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 (Word, Teams, Power Point, Outlook [email and calendar]) and Experience with virtual meeting platforms such as zoom.
• Experience building dashboards, reports, and workflow automation in Excel or similar tools is strongly preferred. Experience with Canvas or another LMS, and with survey/digital-form platforms (e.g., Qualtrics) and Microsoft Power Automate is preferred. Familiarity with event management software (e.g., Swoogo) is a plus.
• 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.
• Ability to successfully manage up (coordinate and structure activities related to the Dean) and manage down (oversee student staff and delegate tasks) while maintaining a positive and confident attitude.
• 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.

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