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Administrative Assistant
2 months ago
Job Location
New Rochelle - New Rochelle, NY
Position Type
Part Time
Education Level
4 Year Degree
Salary Range
$16.00 - $18.00 Hourly
Job Category
Admin - Clerical
Description
Position Summary:
This position reports directly to the SSS TRIO Program Director and is a grant funded position. This position is responsible for engaging with TRIO students, day to day office operations and management, data and budget tracking, website and social media updates, general administration, and other duties as assigned.
Primary Responsibilities:
- Respond to and answer student and family questions, concerns, and problems related to the SSS TRIO program.
- Provides training for clerical support for the program so that record -keeping and procedures are coordinated and organized.
- Assists with brochures, posters, signs, invitations, post cards, advertisements, and all other desktop publishing items needed for the SSS program.
- Receives telephone calls for the SSS office.
- Assists with Hiring of student workers.
- Answers questions on university policies and procedures by providing accurate information on policy guidelines.
- Welcomes all visitors to office. Provides information on various student services, programs, and activities, and answers questions related to SSS. Makes referrals to appropriate individuals or offices.
- Maintains supply inventory and reorders as necessary. This is done through online purchasing for supplies, subscriptions, maintenance, remodeling, and IDTs.
- Orders letterhead, envelopes, and processing items for printing or binding. Follows-up on all purchases as required.
- Types and processes all hiring paperwork for assigned programs including staff and student workers.
- Set up and maintain all elements of the office filing system. Maintain accurate filing system within guidelines.
- Maintains all office records and information on personnel reporting to the Director.
- Complete data entry and run reports.
- Track budget expenditures.
- Types all correspondence, reports, forms, memos, and grant proposals, including materials of technical or confidential nature; composes letters of a standardized nature for supervisor's signature.
- Assists in the typing and compiling of Interim and Annual Reports that are turned in to the U.S. Department of Education to continue funding.
- Schedules and attends staff meetings. Types, edits, and distributes meeting minutes.
- Oversees all workflow through office, prioritizes tasks and Assists with reports for SSS.
- Sorts mail, stamps it with date and files it in the proper program mailbox. Responsible for collecting, filling out postage slip on a daily basis. Responsible for any DHL mailing. Appropriately follows-up on work-orders and requisitions to insure that tasks are completed in a timely manner.
- Edits and maintains all computer files, forms, and letters. Prepares memos, documents, abstracts, and reports by compiling information or data and inputting information. Operates computer and associated software to expedite daily responsibilities..
- Processes travel requests and vouchers
- Assists with monthly Budget Verification Document and Student Payroll.
- Program contact for student insurance and annual mail out for insurance.
- Schedules appointments and meetings and makes travel arrangements including flight and hotel reservations for assigned staff personnel.
- Assists in event planning, scheduling, and coordination. Events include: Monthly Academic sessions or meetings, Educational/Cultural Events, Summer College Exploration Programs, Student Recognition Ceremonies.
- Assist in the planning and coordinating of Trips including the summer components. This includes contacting vendors for prices and invoices and processes all paperwork for payment. Preparing daily agenda and making transportation reservations. Make sure that all students are insured before the trip.
Qualifications
About Iona University/EEO language
Founded in 1940, Iona University is a master's-granting private, Catholic, coeducational institution of learning in the tradition of the Edmund Rice Christian Brothers. Iona's 45-acre New Rochelle campus and 28-acre Bronxville campus are just 20 miles north of Midtown Manhattan. With a total enrollment of nearly 4,000 students and an alumni base of more than 50,000 around the world, Iona is a diverse community of learners and scholars dedicated to academic excellence and the values of justice, peace and service. Iona is highly accredited, offering undergraduate degrees in liberal arts, science, nursing, and business administration, as well as Master of Arts, Master of Science, and Master of Business Administration degrees and numerous advanced certificate programs. Iona students enjoy small class sizes, engaged professors and a wide array of academic programs across the School of Arts & Science; LaPenta School of Business; NewYork-Presbyterian Iona School of Health Sciences; and Hynes Institute for Entrepreneurship & Innovation. Iona is widely recognized in prestigious rankings, including The Princeton Review's 2024 national list of "The Best 389 Colleges" and The Wall Street Journal/College Pulse's "2024 Best Colleges in America," which ranked Iona at #66 in the nation overall and #8 in the nation among Catholic schools. Iona's LaPenta School of Business is also accredited AACSB International, a recognition awarded to just 6 percent of business schools worldwide.
Iona offers a comprehensive benefits package to all full-time employees that includes medical, dental, and vision insurance; flexible spending accounts; retirement plans; life insurance; short and long-term disability; employee assistance program (EAP); tuition remission; and generous time off. For more information on our benefits and working at Iona visit the Human Resources section of our website.
Iona University values and celebrates diversity and is committed to providing a welcoming and inclusive environment for all of our employees and does not tolerate discrimination based on any legally protected characteristic under applicable federal, state, or local laws. As an equal opportunity employer, Iona University encourages applications from qualified candidates who reflect the wider world in which we live, and in particular from historically underrepresented groups.
