Administrative Services Specialist

Found in: Talent US C2 - 2 weeks ago

Winona, United States Saint Mary's University of Minnesota Full time

Overview

and Responsibilities

Administrative Services Specialist

Saint Mary’s University of Minnesota is seeking to hire an Administrative Services Specialist for either the Winona or Minneapolis campus. This position manages administrative activities, schedules, events, and correspondence. As a member of the Cabinet Support Team or the Academic Administrative Support Team, the position assists vice presidents or deans and also serves as a liaison for the university board of trustees and with other university offices, faculty, staff, and students as well as external partners. 

JOB RESPONSIBILITIES

Coordinate calendars and scheduling for meetings and activities.

Manage meeting logistics including scheduling, space reservations, agenda preparation, and taking minutes.

Reconcile and process invoices and expense reports.

Handle confidential materials and information with professionalism and care.

Oversee office operations including reception, answering phones, handling incoming and outgoing mail, filing, and ordering supplies.

Draft internal and external correspondence and communication.

Book travel arrangements when necessary.

Maintain organizational charts, perform data entry for required reporting, and coordinate with other offices for accreditation and academic processes.

Maintain compliance with office policies and procedures.

Support annual planning processes such as strategic planning, performance reviews, budget reviews, and year-end reports.

Prioritize and coordinate key projects, reports, and university presentations including assistance with slide decks and presentation materials.

Perform other duties as assigned.

ESSENTIAL SKILLS AND FUNCTIONS

Strong interpersonal, verbal and written communication and organizational skills.

Sound professional judgment and ethical decision making.

Ability to manage multiple projects simultaneously.

Proficiency in MS Office products and Google Workspace.

Proficiency drafting professional correspondence.

Confidentiality, discretion, emotional intelligence, learning agility, and flexibility.

Develop and maintain good working relationships and communications at all levels of the organization.

Observe safety guidelines and follows safety procedures established by the university. 

Self-motivated with the ability to work effectively alone and within a team environment.

Support, respect, and advance the mission of Saint Mary’s University as a Lasallian Catholic university. 

Qualifications

Associate’s degree or commensurate level of experience required, Bachelor’s degree preferred. Experience in higher education preferred. Experience providing administrative support to executive-level professionals preferred. May consider other acceptable equivalent combinations of training and experience.

Application Requirements

Apply online at and please include a cover letter, resume, and contact information for three professional references.

Saint Mary’s University of Minnesota believes inclusion and human dignity contributes to a robust academic and work environment and is critical to achieving the University's mission in an increasingly diverse society. Individuals with expertise and diverse skills from underrepresented groups are especially encouraged to apply. Saint Mary’s University of Minnesota is an equal opportunity/affirmative action employer. The successful candidate must support, respect, and advance the mission of Saint Mary's University as a Lasallian Catholic institution.

Saint Mary’s offers a comprehensive benefit package including health, dental, vision, life and disability insurance, flexible spending, retirement pension plan, and both undergraduate and graduate tuition remission plans.

All offers of employment are contingent upon the successful completion of a criminal background check.

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