Administrative Assistant

4 weeks ago

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

Description

The Administrative Assistant provides complex secretarial services and administrative assistance to several programs including the Office of Academic Research, Grants and Sponsored Programs, the director of Academic Excellence and Inclusion, the Center for Academic Innovation (CFAI), and some support for the provost office. The Administrative Assistant will provide secretarial assistance and data management, coordination and planning for a variety of events, budget management, and ongoing assistance with IRB, effective problem-solving, and a moderate degree of decision-making and independence of action.

The Administrative Assistant will provide general office supervision and takes minutes at meetings for CFAI, the Office of Academic Research, Grants, and Sponsored Programs, and AEI, take minutes for faculty governance committees to support the executive administrative assistant (e.g. graduate program committee, academic effectiveness), support faculty data collection for the Higher Learning Commission and assessment (e.g. including faculty annual reviews, syllabi, etc..), support assessment management through the Center for Academic Innovation, and establishes maintains, and updates office, departmental, or student electronic files. This position will prepare communications for offices as necessary and train, coordinate, and supervise student employees.

The Administrative Assistant is responsiblefor purchasing and paying of bills for offices and programs, track and manage numerous budgets, both operating and endowed funding, support directors with budget maintenance, and support directors with distribution and tracking of internal grants. This position will ensure efficient record-keeping and maintenance of policies, schedule meetings and when available, take minutes during meetings and/or manage organizational tasks, and support the director in management of requests so decisions can be made in a timely fashion.

The Administrative Assistant will maintain a calendar of events for the offices, assist in scheduling and planning events, and coordinates all administrative details associated with meetings and special events such as booking rooms, selecting or ordering food, making travel arrangements, coordinating mails, coordinating preparation of brochures and other related materials, maintaining accounting records and approving and paying invoices.

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
  • Graduation from high school and at least four years of prior administrative experience or a bachelor's degree.
  • Demonstrated ability to code and pay bills.
  • Demonstrated ability to manage a budget using database/spreadsheet programs.
  • Demonstrated ability to work with desktop publishing to create newsletters and brochures.
  • Demonstrated ability to work simultaneously on multiple projects and keep priorities clear.
  • Demonstrated ability to communicate effectively both verbally and written.
  • Demonstrated ability to work effectively on a team and to take direction
  • Demonstrated ability to work collaboratively and effectively with numerous stakeholders including students, faculty and diverse audiences.
  • Demonstrated commitment to diversity, equity, and inclusion efforts.
  • Capable of working ethically and professionally with confidential and sensitive data and information
Preferred Qualifications
  • Prior experience in a college environment or related organization setting.
  • Ability to maintain collegial and collaborative relationships
  • Ability to do website and social media maintenance.

Schedule

40 Hours/ 12 Months/ Monday - Friday

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