Administrative Assistant to the Dean

1 month ago

Latrobe, United States Saint Vincent College Full time

Position Title: Administrative Assistant to the Dean

Reports To: Dean for the School of Art, Humanities, and Social Sciences

About the Role

As the administrative coordinator for the School of Arts, Humanities, and Social Sciences, you'll be at the heart of our School's operations, working with the AHSS dean and coordinating a variety of tasks that keep our academic community running smoothly. This role offers a blend of structured responsibilities and opportunities for creative problem-solving, with potential for professional growth and development.

Key Responsibilities Include:

* Administrative Support: Assist the dean with regular administrative tasks. Including submitting webpage updates and collecting AHSS information for College documents. Assist with faculty recruitment logistics and visits. Assist in maintaining donor relationships by tracking gifts to departments, preparing thank-you notes from the dean's office, and supporting stewardship initiatives. Submit and follow up on facilities and safety requests as needed. Support AHSS functions by problem solving and troubleshooting as needed.
* Faculty Support: Prepare adjunct/overload appointment letters and spreadsheet, manage faculty mail, and handle office supply orders. Access our enrollment system and provide department chairs with information on prospective students for the upcoming academic year. Coordinate faculty participation in meetings and recruitment events.
* Event Planning: Coordinate meeting scheduling, lectures, and special events using our EventProConnect system and Outlook. Support logistics for visiting speakers.
* Financial Management: Process expense reimbursements, purchase orders, and supplemental payments. Track faculty development expenses. Assist the dean in monitoring accounts.
* Interdepartmental Coordination: Coordinate AHSS efforts with other offices, including marketing, grants, the business office, and human resources.

What We're Looking For

* Excellent organizational and multitasking skills
* Strong attention to detail and accuracy
* Proficiency in or willingness to learn Microsoft Office Suite, especially Excel and Outlook
* Ability to learn and navigate various software systems including Slate, Colleague, and EventPro
* Excellent written and verbal communication skills
* A proactive, problem-solving attitude
* Discretion in handling confidential information
* Strong interpersonal skills and ability to work effectively across departments

Work Schedule

The typical work schedule for this position is 8:30 AM to 4:30 PM, Monday through Friday. However, we understand that some potential colleagues may have specific scheduling needs and are open to discussing flexible arrangements to accommodate individual needs.

What We Offer

* A collaborative and inclusive work environment
* Opportunities for professional development and skill enhancement
* Some flexibility in work schedule
* Competitive benefits package and PTO
* 401K match
* Tuition benefit for employee and dependents

How to Apply

Please submit a cover letter describing your interest in the position and a resume with your online application. Review of applications will begin December 2 and the position will remain open until filled. The start date will be January 6.

All positions require the incumbent to be able to fully embrace the unique mission and identity of the College as a Catholic, Benedictine liberal arts and sciences institution. Saint Vincent College is committed to diversity and encourages applicants from all qualified candidates. Saint Vincent College is committed to building a diversified and competent population of faculty and staff, and encourages applications from women and minorities. Saint Vincent is an equal opportunity employer.

PLEASE NOTE: Background checks will be performed on all new hires. Employment is conditional upon satisfactory background checks and clearances.

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