Administrative Assistant III, The Gengras Center – University of Saint Joseph

The incumbent in this position supports and coordinates a fast-paced office and provides clerical support to the faculty and/or staff of a designated School or Department. The position serves as a liaison between the School/Department and the University community by interacting with students, faculty, staff and administration. The incumbent assists with almost all aspects of maintaining the functions under the direction of the Dean, Chair or Director. Exceptional communication and computer skills, as well as organizational abilities are required in order to perform this job successfully.

Responsibilities (Include but are not limited to)

• Acts as a liaison between the Director and specific departments and the general public. May act as receptionist for the School, answers and screens telephone calls, visitors and/or mail, takes messages.
• Responds to routine requests for information regarding all School programs and events and refers complex requests to appropriate staff or faculty members.
• Manages daily functioning of the School office, including supplies, mailings (including bulk), work orders, student worker relations, student record upkeep and other file management.
• Schedules appointments and coordinates arrangements for meetings, conferences, and travel. Coordinates all logistics for School events.
• Organizes work flow and initiates follow-up action and communications on behalf of Dean, Chair or Director and other faculty and staff. Collects and disseminates information within and beyond the University accordingly.
• Organizes and maintains files and records in accordance with School procedures, and follows up on pending matters.
• Coordinates and maintains all surveys, agendas and reports generated by the School assembles data and compiles statistical information as needed.
• Obtains information from other administrators or outside representatives.
• 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 Departments web presence.
• Supports School in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.
• Establishes own work priorities under the policies and procedures of the School.
• Uses appropriate discretion and judgment relating to the Directors schedule, correspondence and commitments.
• Recognizes and maintains circumstances of a confidential nature.

Education &amp Experience

• High School diploma or equivalent required Associates or Bachelors degree preferred.
• Three to five 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
• Ability to perform library and community research
• Cultural competency to work with diverse student and/or employee population
• Commitment to the mission of the University of Saint Joseph
• Physical ability to perform the essential functions of the position, with or without reasonable accommodation.

Work Environment: Private special education school office

Physical Requirements

Bending: Some
Climbing (e.g. stairs): Minimal
Keyboarding: Substantial
Kneeling: Some
Lifting: Some (up to 20 lbs)
Reaching: Some
Sitting: Substantial
Standing: Some
Using Telephone: Substantial
Walking: Substantial

Benefits:

• 403(b) with employer match
• Medical/Dental/Vision insurance
• Life insurance
• Paid time off &amp 10 paid holidays
• Parental leave
• Tuition Waiver (include spouse &amp dependent waivers)
• Long-Term Disability insurance
• Employee assistance program
• Flexible spending account
• Health savings account
• 529 CHET savings plan
  

NON-DISCRIMINATION &amp TITLE IX INFORMATION

ACCOMMODATIONS FOR APPLICANTS WITH DISABILITIES INFORMATION

The University of Saint Joseph believes it must play an active role in creating a community of employees that is diverse, inclusive and equitable. Our work benefits greatly from the contributions of people of color, people from different socioeconomic backgrounds, women, LGBTQ+ people, and individuals with disabilities. Hence, we strongly encourage applications from people with these identities or who are members of other marginalized communities.