Administrative Support Specialist

1 month ago

Leavenworth, Kansas, United States University of Saint Mary Full time
Job Title: Administrative Assistant

The University of Saint Mary is seeking a highly organized and detail-oriented Administrative Assistant to support the Division of Health Sciences. As a key member of our team, you will provide administrative and clerical support to programs in the division, including Athletic Training, Exercise Science, Occupational Therapy, and Physical Therapy.

Key Responsibilities:
  • Provide administrative support to programs, including scheduling, prioritizing, and organizing meeting requests.
  • Manage special projects, such as annual assessments, accreditation, fieldwork, internships, and practicums.
  • Navigate and manage SharePoint files to support division and program organization and efficiency.
  • Coordinate and prepare correspondence, reports, spreadsheets, presentations, and administrative forms.
  • Function as campus liaison to support policy compliance and communicate/implement University procedures.
  • Submit work orders for IT, maintenance, and facilities.
  • Process invoices, expense reports, and purchasing requests through USM systems.
  • Maintain inventory for office and academic supplies and equipment.
  • Assist with division and program meetings, including preparing meeting materials, taking/filing minutes, and following up on action items.
  • Assist with planning and coordinating events sponsored by programs in the division.
  • Assist in student recruitment and retention activities, events, and initiatives.
  • Manage professional development arrangements, including workshop/conference registrations, travel and hotel reservations, and reimbursement reports.
  • Coordinate and manage activities by prioritizing assigned duties, requesting guidance when needed, and exercising discretion to address pressing matters in a timely and appropriate manner.
  • Work with student issues which can be confidential in nature.
Requirements:
  • Two (2) years of progressively responsible experience in an administrative assistant role.
  • Bachelor's degree preferred, but professional experience in an academic setting may be substituted on a year-for-year basis.
  • Proven ability to communicate effectively, both orally and in writing.
  • Interpersonal skills to interact effectively with students, program directors, and faculty, staff, and University administrators.
  • Computer/technology literacy including experience in SharePoint and Microsoft Office, especially Word, Excel, and Outlook.
  • Autonomous approach to work including creative problem solving and focus on task completion.

To apply, submit a cover letter, resume, and contact information for at least three current professional references.

Saint Mary is an Equal Opportunity Employer.

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