Administrative Assistant I, NFP

About the role

This is your next opportunity to join an organization that invests in their employees' career journey by diversifying their skills, deepening their expert knowledge, encouraging a healthy work-life balance, focusing on personal wellbeing, providing leadership training, and sustaining a culture of respect and inclusion. The Administrative Assistant I, NFP performs general administrative duties assigned based on departmental needs. Supports academic or administrative offices by answering phone calls, directing appropriate responses and managing calendars and meeting schedules. Greets visitors and maintains knowledge of activities specific to events at the Boland Institute for NFP.

Responsibilities

• Provide a welcoming environment for students, professionals and others via email, telephone and in person (customer service)
• Process applications and invoices and communicate with students, faculty, staff and others via phone, email, online, in-person responding to questions related to services, scheduling, invoices, or general information
• Maintain tracking systems to anticipate and meet billing and contract payment deadlines
• Check and process emails at least 3 times per week and respond to emails within 2 business days unless the University is on the gift of time or the employee is on vacation (an away message is expected in the outgoing email)
• Answer incoming calls, transfer calls to individual staff members voicemails when indicated or forward callers to appropriate offices
• Attend all staff meetings and take minutes
• Check-in with Director 2-3 times a week via Teams or phone
• Support and assist with management of couple's files in Titanium an online clinical setting where couples appointments and files are managed
• Support and assist with management of couples using D2L and the mHealth app
• Support Spanish programs directed by the Coordinator of Outreach for the Institute
• Support and assist with Certification programs as needed by the Manager, Certification Programs, and the Assistant Director, Clinical Education for NFP
• General record maintenance to support staff including working with MS Word Teams library, OneDrive, SharePoint, Adobe Creative Cloud
• Support the MarquetteNFP TMPro design app project as needed
• Prioritize and assist with staff requests (copying, miscellaneous data entry, etc.); prepare and/or proof reports, correspondence and other documents using application software including Microsoft Word documents
• Use Excel, and Power Point (as needed); prepare outreach materials and supplies for staff and/or events, assist with promotion and assist staff facilitating the event
• On occasion may be asked to attend/staff outreach events during work hours (i.e., Annual Research Summit)

Required Knowledge, Skills and Abilities

• Demonstrated ability to work in a team environment
• Must possess excellent customer service skills, flexibility, prioritization, and organizational skills
• Ability to organize and maintain manual and electronic filing systems
• Intermediate knowledge of Microsoft Word, Excel, Outlook Teams, and other MS products
• Ability to access created networked files
• Ability to maintain confidentiality related to academic FERPA Regulations

Preferred Knowledge, Skills and Abilities

• Associate, vocational or tech school degree related to office or administrative assistant work
• Administrative assistant or customer service work experience in health care office setting
• Electronic record keeping experience including development and management of Excel spreadsheets