Administrative Assistant I

Responsibilities

• Coordinates front office operations of the Mastrantoni Student Center, including the Center for Career Services (CCS) and Academic Success (AS): checking in students and visitors for appointments, answering incoming phone calls, managing department email inboxes, and providing logistical support to both departments in a friendly, helpful, and knowledgeable manner.
• Manages the calendars of the Student Success leadership team: the AVP for Student Success, the Director of Academic Advising, and the Director of Career Services.
• Assists in New Student Orientation (NSO) and Transfer Registration Day events: reserving rooms, maintaining/updating information in NSO Canvas, assigning NSO advisors, updating student records, batch processing information into Banner, manually updating advising information into Slate, and running reports to update student records.
• Supports the annual University academic sanction process by managing student correspondence, revising formal sanction notification letters, and organizing appeal documentation for evaluation by the academic standing committee.
• Manages and maintains FERPA forms for Academic Success and Career Services.
• Collaborates with the Director of Academic Advising on The Dr. William F. O’Hearn Memorial Endowment Award for Faculty Advising and the award process.
• Maintains knowledge and competency in the Handshake career center management system to troubleshoot with employers, students, and staff, including handling incoming calls from employers, student access issues, checking event registrations, and sending registration instructions.
• Provides training to student employer supervisors.
• Coordinates the Excused Absence verification process between students and instructors using Slate workflows and email correspondence.
• Orders office supplies to maintain appropriate inventory levels.
• Assists with department budgets: reviewing budgets monthly using Banner database and MS Excel, supplying budget numbers for invoices, check requests, and purchasing cards, and preparing expense forms and payments for director’s signature.
• Hires, schedules, trains, and coordinates work for student office assistants.
• Processes bi-weekly timecards for student office assistants, peer advisors, and peer career advisors using the Banner database; accesses Banner for student and alumni confirmations.
• Reserves room locations and orders equipment and food service for events and meetings, coordinating logistics with designated staff.
• Assists with employer recruiting visits to the Career Center: greeting and set-up, facilitating recruiter/faculty connections, and supporting staff with special events as needed.
• Participates in University committees, events, and programs.
• Performs other duties and responsibilities as assigned.

Requirements

Required Qualifications

• High school degree required.
• Proven track record in customer service, with a warm, approachable, and professional demeanor.
• Good organizational skills and people skills to deal with a large number of faculty, students, and recruiters.
• Must be detail-oriented and adept at multitasking.
• Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.

Preferred Qualifications

• Associate’s or Bachelor’s degree.
• Two years of experience in an office setting.
• Experience in human resources or higher education.
• Familiarity with higher education technology vendor software (Banner, Handshake, Slate, etc.).