Administrative Assistant

About the role

The incumbent supports and coordinates fast-paced office(s) and primarily provides administrative support to the faculty and staff of the Nursing (Graduate Programs) and Counseling and Applied Behavioral Sciences departments. The position serves as a liaison between the departments and the University community by interacting with students, faculty, staff and administration.

Responsibilities

• Acts as receptionist for the departments, answers and screens telephone calls, visitors and/or mail, takes messages.
• Responds to routine requests for information regarding Department programs and events and refers complex requests to appropriate staff or faculty members.
• Manages daily functioning of the Department office, including supplies, mailings (including bulk), work orders, student worker relations, student record upkeep and other file management.
• Schedules appointments and coordinates arrangements for meetings, conferences, and travel.
• Captures and disseminates information within and beyond the University accordingly.
• Organizes and maintains computer files, office files, and records in accordance with Department procedures, and follows up on pending matters.
• Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, reports and marketing materials (e.g., brochures).
• Uses appropriate software and information sources to continually update and improve the Department's web presence.
• Supports Departments in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.
• Recognizes and maintains circumstances of a confidential nature.

Qualifications

• Demonstrated ability to work collegially, balance and prioritize assignments, manage multiple projects, problem solve and offer clerical support to more than one person
• Strong organizational, interpersonal, and customer service skills; ability to manage changing priorities and meet deadlines
• Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents
• Demonstrated ability to recognize and appropriately handle matters of a confidential nature
• Professional, courteous demeanor and appearance; ability to work professionally with students, faculty, staff and administration and represent the University professionally to the public
• Commitment to the mission of the University of Saint Joseph
• Ability to perform library and community research
• Physical ability to perform essential functions of the position, with or without reasonable accommodation