Administrative Assistant - Interior Architecture & Design

Job Description

Job Description

Position Summary : Mount Mary University seeks an individual to provide part-time administrative and technical support to the Interior Architecture & Design Program. This person is responsible for maintaining a flow of persons and communications for the Interior Architecture & Design Program, while performing a wide variety of office management and accreditation functions for the Chair, faculty and students. This person must be able to work independently on multiple, diverse projects and contribute the realization of the University's mission.

 

Primary Responsibilities: 

Duties include, but are not limited to, the following: 

• Maintain a welcoming and supportive office to aid faculty and students in a collaborative and collegial environment. This position requires diplomacy, proactive thinking, and calm action in assisting the Chair, faculty, and students.
• Coordinate and facilitate communications among the program, the University, and the interior design community at large.
• Use Microsoft Excel to manage, track, and organize data.
• Use Microsoft Outlook for scheduling and calendar management.
• Use Microsoft Teams to manage program files.
• Use Microsoft 365 and other software to generate letters, reports, labels, and online forms.
• Use Jenzabar software to compile reports and complete queries and data entry. Facilitate the use of technology to improve workflow and data collection and management in collaboration with IT.
• Organize and maintain records and files; establish and maintain confidential files for the program, assessment, accreditation activities, and program review documentation.
• Support the Chair in writing student communications regarding events and advising in collaboration with other university programs.
• Coordinate with the Marketing Department to act as content manager for the Program's webpage.
• Act as liaison to IT, Public Safety and Buildings and Grounds departments to report and monitor online work orders on behalf of the Chair and faculty until work orders have been resolved.
• Collect and deliver campus mail; facilitate bulk mailings.
• Manage and track the program's budget expenditures, faculty reimbursements, reconcile expense reports for faculty, prepare check requests and monitor budgets.
• Support Chair and faculty before, during, and after special events, field trips, industry engagements, and student activities. This may include preparing invitations, announcements, certificates, display information, manage catering and space reservations, and complete any follow-up correspondence.
• Monitor and purchase supplies as needed or directed.
• Develop, document, and maintain administrative procedures, workflows, and systems that support operational efficiency and accountability.

 

Skills and Experience:

• B.A. degree or equivalent preferred.
• Minimum of 3 years of administrative experience working in an administrative support role with ability to work with modest supervision.
• Experience using Microsoft Excel including organizing and cleaning data, filtering and sorting data, creating visual representations of data, using formulas, and working with tables and pivot tables.
• Excellent skills in Microsoft 365, including Outlook, Teams, and Word, and ability to learn new software as needed.
• Proficiency in Jenzabar preferred.
• Ability to independently regulate workflow and prioritize tasks to support competing deadlines and workflow.
• Strong, customer service orientation with sincere desire to assist faculty and students.
• Outstanding written and verbal communication skills. Attention to detail.
• Able to demonstrate poise and professionalism under stress. Cooperative, friendly, and professional manner.
• Ability to maintain strict confidentiality and professional demeanor.
• Commitment to working as a team member and working with diverse constituencies and within tight timeframes.
• Excellent interpersonal skills and ability to build relationships with other University academic and support services departments.
• Flexibility in schedule to support special events on an occasional basis

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