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 two USJ schools: the School of Arts, Sciences, Business, and Education (SASBE) and the School of Interdisciplinary Health and Science (SIHS). The position, which is shared between the two schools, serves as a liaison between the two schools and the University community by interacting with students, faculty, staff and administration. Exceptional communication and computer skills, as well as organizational abilities are required in order to perform this job successfully.

• 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 School/Department office, including supplies, mailings, work orders, student worker relations, student record upkeep and other file management functions.
• Schedules appointments and coordinates arrangements for meetings, conferences, and travel. Coordinates logistics for School/Department events.
• Organizes work flow and initiates follow-up action and communications on behalf of Dean, Chairs or Directors 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 School/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 School/Department's web presence.
• Supports School/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.

Education

• High School diploma or equivalent required; Associates or Bachelors degree preferred.
• Two to three years experience as an administrative assistant 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 (e.g., mail merge, data base management). 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 utilize internal and external resources to provide information requested by the Deans and/or department chairs.
• Physical ability to perform essential functions of the position, with or without reasonable accommodation.