Administrative Coordinator
1 week ago
We are seeking a highly organized and detail-oriented Administrative Associate to provide comprehensive support to departments, clubs, programs, and events at St. Mary's University. The successful candidate will work closely with faculty, staff, and students to ensure the smooth operation of daily activities, events, and projects.
Key Responsibilities- Provide administrative support to department chairs, faculty, and staff, including maintaining email distribution lists, shared calendars, and tracking invoice payments.
- Manage office supplies, conference/travel arrangements, and expense reimbursements, as well as answer telephones, manage mail, and make copies.
- Create, compose, and edit documents, presentations, and reports, as well as maintain databases and filing records.
- Work with the Provost's and Dean's office to coordinate the recruitment and appointment of faculty, staff, and students, and provide direction and support to faculty and staff on procedures.
- Coordinate on-campus visits, arrange travel, prepare agendas, and coordinate calendars, as well as assemble and prepare publicity materials for events and meetings.
- Plan, arrange, and secure resources and logistical details for events and meetings, and provide support for set-up, execution, and distribution of materials.
- Assist with the coordination of course offerings, maintain information on faculty teaching loads, and collect and assemble files of syllabi, faculty credentials, and other semester documents.
- Arrange, support, and attend meetings, events, and conferences, and invite participants, document meeting results, and distribute materials.
- Hire, guide, and supervise student workers, and serve as a point of contact for projects and non-routine tasks.
- Associate's degree from an accredited college or university, preferably in Fine Arts, Humanities, or Social Science, or an equivalent combination of education and work-related experience.
- 3-5 years of demonstrated administrative support experience, preferably in a Higher Education environment.
- Must clear and maintain a favorable background investigation and clearance, and have a valid driver's license, motor vehicle liability insurance, and personal injury insurance, or a self-reliant source of transportation.
- Must have advanced knowledge of MS Office, with an emphasis on mastery of Excel spreadsheets, and experience with virtual meeting platforms, ARGOS report software, Banner, or similar programs.
- Must have a high attention to detail, be able to organize workflow, coordinate activities, balance simultaneous projects, and manage multiple priorities to meet deadlines.
- Must have excellent verbal and written communication skills, strong public relations and customer service skills, and the ability to work effectively with communities across the university.
The working conditions are in an office environment and university campus setting, and the employee will be regularly required to sit, walk, and stand, talk and hear, both in person and by telephone, and use hands repetitively to operate standard office equipment.
The employee will occasionally be required to lift up to 25 pounds, and will frequently communicate with others using approved technological resources, and must be able to exchange accurate information through designated systems within a timely manner.
Constantly operates a computer and other office productivity machinery.
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