Administrative Assistant, Campus Ministry

4 weeks ago

Syracuse, United States Le Moyne College Full time
About Le Moyne College:

Le Moyne College, located in Syracuse, N.Y., is an independent college established by the Jesuits in 1946 to provide students with a values-based, comprehensive academic program designed to foster intellectual excellence and preparation for a life of leadership and service. Today, Le Moyne has evolved into a nationally acclaimed college of liberal arts and sciences that draws students from across the U.S. and abroad.

Our Mission:

Le Moyne College is a diverse learning community that strives for academic excellence in the Catholic and Jesuit tradition through its comprehensive programs rooted in the liberal arts and sciences. Its emphasis is on education of the whole person and on the search for meaning and value as integral parts of the intellectual life. Le Moyne College seeks to prepare its members for leadership and service in their personal and professional lives to promote a more just society.

Le Moyne College aims to advance the values of diversity and inclusiveness at the college. To do this, Le Moyne seeks scholars and professionals who bring innovation, creativity, and impact to the campus, and who bring greater depth, breadth, and diversity to our campus community.

POSITION SUMMARY

The Administrative Assistant is a non-exempt staff position within the Office of Campus Ministry. Under the supervision of the Director of Campus Ministry, this position provides administrative support to the entire Campus Ministry Staff and the Vice- President for Mission Integration. The Administrative Assistant will perform diverse and highly confidential functions that require contact with students, parents, faculty, staff and community members. This person exercises initiative in managing daily office activities, student workers, coordinating budgets and payroll, overseeing Alumni Sacramental Ministry, and managing the use and upkeep of the chapel, community room, and office spaces.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS

Job duties specific to this position:
  • Provide office management and clerical support for all Campus Ministers and VP for Mission Integration.
  • Greet visitors, answer phones, respond to electronic communication, and provide information or refer individuals to the appropriate person.
  • Process application forms and payments for Campus Ministry programs.
  • Manage the finances and expense reports of the Campus Ministry and Mission Integration accounts.
  • Schedule events, rooms and vans through the Ad Astra database.
  • Schedule sacramental and liturgical events and maintain sacramental records.
  • Supervise student workers and facilitate Dolphins GROW.
  • Oversee scheduling of the chapel(s), by other on and off campus constituents.
  • Procure supplies for Campus Ministry and Mission Integration needs.
  • Participate in communal prayer, team building exercises, staff retreats/meetings, and faith sharing opportunities.
HOSPITALITY
  • Welcome visitors to the Office of Campus Ministry.
  • Open and close the office Monday - Friday (8:30 am - 4:30 pm).
  • Evaluate situations that arise, determine appropriate response, and refer to the appropriate campus minister/VP for MI/college department.
COORDINATION
  • Assist the Campus Ministry Director in all functions of the office; interpret and monitor policies and procedures, which pertain to the scheduling of the Panasci Family Chapel.
  • Monitor policies that are to be adhered to by parties using or renting these spaces for events, meetings, weddings, baptisms, funerals and concerts.
  • Schedule the Chapel, Community Room, and Conference Room for Campus Ministry and Mission Integration sponsored events, meetings, weddings and baptisms, and for other on campus constituents and off campus organizations.
  • Oversee the cleaning and set up of the office, Drescher Community room, and the two Chapels for all events.
  • Assist the Campus Ministry and Mission Integration staff with programs, fund- raisers, copying, handout distribution and weekly Mass materials.
  • Oversee the cleanliness of and supplies for the Drescher Community Room.
  • Attend weekly AdAstra meetings to discuss upcoming events and address areas of concern.
  • Prepare and print agendas and take minutes at Staff Meetings/Retreat Days
  • Coordinate communication between the Vice President and the Mission and Identity Committee of the Board of Trustees including arranging meetings, producing reports and providing information to the Committee as directed. Attend these meetings, take the minutes and prepare them for distribution. Work includes preparation for the new Trustee formation program.
  • Coordinate physical plant work requests.
  • Complete clerical duties: sort incoming mail; coordinate outgoing mail; order supplies/religious goods for the office and Chapel.
  • Oversee maintenance of office machines such as computers, fax, copier, printers and telephones.
  • Ensure that advertisements for Campus Ministry and Mission Integration events posted on campus bulletin boards and in the chapel are current.
  • Coordinate annual visits for Provincial Assistant for Higher Education.
  • Provide support for the Mission Examen process.
  • Work with Mission division to plan events (ex: Sanzone events, faculty orientation, etc).


PASTORAL RESPONSE
  • Foster an environment of cura personalis (care of the whole person) and be able to respond to the needs of an individual or situation with empathy and concern while maintaining appropriate boundaries.
FINANCES
  • Manage Campus Ministry and Mission Integration financial transactions including check requests, reimbursements, invoices and deposits.
  • Deposit Sunday collections and request checks for charity we are supporting.
  • Distribute Mass cards and maintain follow up through monthly reports to the Jesuit community.
  • Monitor all transactions of the Campus Ministry and Mission Integration budget.
  • Purchase office supplies, religious items, and shop when needed for special events, retreats and Sunday fellowship.
  • Accept and track all student payments for service immersion trips and retreats.
  • Establish and keep up the system for monitoring budget allocations, encumbrances and expenditures for all accounts under direct control of the Vice President. Alert Vice President to any anomalies.
  • Manage and balance the Vice President's credit card.
OFFICE WORKERS
  • Hire, train, schedule and oversee student office workers.
  • Ensure that payroll is completed in a timely manner through Webadvisor.
  • Facilitate Dolphins GROW (Guided Reflection on Work) program with student workers.
SACRAMENTS
  • Schedule and register documentation with Holy Cross Church for all sacraments that are performed in Panasci Family Chapel.
  • Coordinate all sacramental paperwork and ensure scheduling of various ministers.
  • Wash and iron all altar linens.
Job expectations for all Le Moyne College employees:
  • Demonstrates and role-models all of Le Moyne's mission-based competencies (collaboration, communication, diversity, integrity, leadership and service) in every interaction with all community members and external parties.
  • Strengthen digital literacy skills through education and the application of digital technologies in order to effectively engage in information gathering, utilization and data management while promoting a security culture.
  • Supports cura personalis by treating all individuals with dignity, professionalism and kindness.
  • Promotes cura apostolica by aligning professional goals, objectives, and performance with college's strategic goals.
  • Demonstrates excellent work attendance, reliability and work ethic.
  • Attends and actively participates in required meetings and training sessions.
  • Complies and adheres to all of Le Moyne's established policies, procedures and codes of conduct at all times, including all health and safety requirements and regulations, to promote desired behavior and build awareness.
  • Must complete all required federal, state, institution and department trainings.
  • Engages in a planned program of professional development. Continually maintains skills and knowledge relative to the position and technology industry including best practice, evolving operational requirements, and industry trends.
  • Performs a variety of related duties as assigned.
QUALIFICATIONS
  • High School Diploma required; Associate's or Bachelor's degree preferred.
  • Excellent customer service skills
  • Strong written and oral communication skills.
  • Must have a high degree of organizational skills, motivation, self-direction, and independence.
  • Logical decision-making and problem-solving abilities.
  • Skill set to become proficient to work with information systems software such as Workday, Slate, and Taskstream.
  • Strict attention to detail, with information follow-up and follow-through.
  • Excellent written and verbal communication skills.
  • People oriented.
  • Versatility and flexibility.
  • High degree of integrity to handle confidential information on a daily basis.
Additional Information:

Diversity, Equity & Inclusion job expectations for all Le Moyne College employees:
  • Demonstrates commitment to promoting a more diverse, inclusive and equitable work environment by supporting the diversity, equity, and inclusion goals of the employee's unit.
  • Regularly participates in professional development opportunities to become more aware of DEI issues and to consider ways in which their work can be expanded to honor and incorporate the diversity of our community.
  • Works to neutralize institutional bias by analyzing the policies and procedures of their unit and making suggestions to remove barriers for historically underserved people.
  • Promotes open communication across Le Moyne's community in order to create an inclusive environment, and understanding of others backgrounds, ideas, and perspectives.


Le Moyne Benefits

403(b) Retirement contribution- (9.5% Employer match)
Generous tuition coverage
Health insurance options- (Medical, Dental, Vision, Flexible Spending Accounts)
Health Savings Accounts- (Partially Employer funded)
Basic Life & AD&D Insurance- (Employer paid)
Short and Long Term Disability Insurance (Employer paid)
Supplemental Life & AD&D Insurance
Voluntary benefits- (Legal, Critical Illness, Hospital Indemnity, Accident Insurance, Pet Insurance etc.)
12 paid holidays
Generous time off package

35 hour work week

Pay Range: $18.00 - $20.00 per hour

Equal Employment Opportunity

Le Moyne College is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, citizenship & immigration or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Le Moyne makes hiring decisions based solely on qualifications, merit, and business needs at the time.

Application Instructions:

To apply for this position please click the 'Apply Now' button and submit the required materials for consideration:

* Cover letter outlining your interest in the position
* Current resume
* Contact information for 3 professional references

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