Administrative Assistant

3 weeks ago

San Antonio, United States St. Mary's University Full time
Job DescriptionJob Description

The Administrative Assistant will provide support to assigned law school faculty and will serve as the backup receptionist. The job assignments of this position may change at the discretion of the Dean or designee and require flexibility to work as assigned based on the needs of the school.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Provides administrative support in daily activities for the school, faculty, and staff. Maintains email distribution lists and shared calendars;
  • Answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests.
  • Types and edits documents (syllabi, class assignments, tests, manuscripts, reports).
  • Greets visitors and directs to appropriate destinations. Furnishes general information to students, staff, and the public.
  • Maintains filing records as per College's policy and operational functions for faculty files, events, accreditation, programs, and/or course schedules.
  • Provides direction and acts as a resource to faculty and staff with regard to regard to procedures. May assist with coordination of campus visits, arranges travel, prepares agendas and coordinates calendars.
  • Assists the Dean, maintaining information on faculty teaching loads, faculty instructional units. Collects, assembles and maintains files of all syllabi, faculty credentials and all other semester documents.
  • Arranges, supports, and attends meetings, events or conferences. Invites required participants, documents meeting results to include attendance logs, minutes, and/or action items.
  • Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices.
  • Submits facilities service work orders and communicates information to faculty and staff.
  • Provides support to department faculty and students. Proctors tests and assists with time-sensitive projects and to ensures priorities are handled with a high degree of professionalism and confidentiality.
  • Assists with coordination of and provides support for school programming (Red Mass, Graduation, career events, on-campus events).
  • Provides backup and overflow support for the receptionist as requested and may support other staff members.
  • Performs other duties as assigned

QUALIFICATIONS:

  • High School Diploma or GED, Associate's Degree Preferred
  • Two or more years of administrative or clerical support experience. Experience in Higher Education 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 basic knowledge of MS Office (Word, Teams, Power Point, Publisher, Outlook [email and calendar]), experience with virtual meeting platforms (Zoom, Teams, or similar).
  • Must be flexible and able to work off-campus, weekends, and evenings, (occasionally), as required.
  • May be required to work more than 40 hours during the workweek.
  • 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 good 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.
  • 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. The University is committed to furthering diversity, equity, and inclusion and encourages all qualified candidates apply.



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