Administrative Assistant

2 weeks ago

Notre Dame, United States Saint Mary's College Full time

**Position Introduction**

Are you a highly organized and detail-oriented individual with a passion for providing exceptional administrative support? Saint Mary's College is seeking a dedicated Administrative Assistant to join our team. Located in a vibrant community renowned for its academic excellence and commitment to fostering a culture of inclusivity and personal growth, Saint Mary's College offers an exciting opportunity to contribute to the success of our institution.

At Saint Mary's College, we are committed to fostering a diverse and inclusive community where all members are valued, respected, and empowered to succeed. As an Administrative Assistant, you will have the opportunity to contribute to this mission by providing vital support to our faculty, staff, students, and visitors, and helping to create a welcoming and supportive environment for all.

The Administrative Assistant - Global Education will maintain and create detailed spreadsheets in order to track budgets for numerous Global Education programs, communicate with Study Abroad partners about cost estimates, track detailed financial information from Study Abroad partners and grants, review incoming bills, and work with the Director of Global Education to code and pay bills precisely, process reimbursements and manage credit card reconciliations, communicate with faculty about Global Education program budgets, administer the process for granting student scholarships, and coordinate finances with many on-campus offices, such as Student Accounts, Business Office, Financial Aid.

The Administrative Assistant - Global Education will order supplies and maintain organization of office materials, interface with college offices such as IT, Building Services, the photocopier supplier, manage office memberships to various global education forums, and maintain several calendars and assist in the scheduling of events/meetings. This position will maintain an organized system for physical and digital files via software and post social media content.

The Administrative Assistant - Global Education will create promotional materials, book rooms, select and order food, make travel arrangements, recruit, hire, onboard, and manage multiple student employees, serve as the primary person to respond to messages from multiple inboxes, take minutes at meetings, maintain a website, and write reports. This position will create visa letters and enroll students in insurance and State Department Travel Advisories.
- The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements._

**Minimum Qualifications**
- Extensive budget experience
- Computer skills, including: word processing; database/spreadsheet programs; publishing software and other computer programs
- Good writing and editing skills
- Strong organizational skills

**Preferred Qualifications**
- Prior experience in providing administrative support for programs in higher education, or a related setting
- Experience working with Google Docs, and other online programs and software; the ability to maintain a website
- Experience supervising students or interns

**Schedule**

40 Hours/ 12 Months/ Monday - Friday

**EEO Statement**

**Benefits**:

- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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