Senior Administrative Assistant

Job Summary

The senior administrative assistant role is responsible for providing excellent customer service to all constituents across the university. This position is also responsible for managing and distributing information and creating efficiency within the office or shared function. The senior administrative assistant is responsible for the support, clerical/administrative and project work for a college/school/division or building/function and may support multiple employees or shared spaces, in addition to community agencies and accreditation/regulatory agencies.

Essential Functions

• Promote Franciscan ideals and adherence to the Mission of the University as demonstrated by the University Ideal Characteristics.
• Interacts with all management levels and external agencies; works independently and completes assigned projects with minimal supervision.
• Research and compiles data for internal (e.g., budget, assessment) and external (e.g., accreditation, regulatory bodies, state, and federal grants) reports.
• Reviews and analyzes special reports and data, summarizing information for dean and others.
• Authorizes and approves, within the delegated level of signature authority, purchase requisitions, check requisitions, employee reimbursements, credit card charges, and other budget obligations.
• Organizes, facilitates, and coordinates with dean and department chairs needs for required accreditation self-studies, site visits, including on-campus and off-campus needs.
• Captures and tracks University Events using project management tools such as Excel, Event Application Software, and Microsoft Teams.
• Collaborates with the Search Committee and dean’s office to coordinate and facilitate faculty and staff searches.
• Maintains confidentiality regarding sensitive information.

Additional Responsibilities

• Quickly prepare multiple forms of correspondence for all internal and external audiences.
• Communicate to internal and external audiences on behalf of the college and dean.
• Cascading key decisions after they are made by college dean and department chairs.
• Prepare and maintain college Dean appointment calendar that includes multiple stakeholders.
• Serve as key point of contact for building/division/college/school as designated.
• Mail distribution for designated area, order supplies as needed within function as a shared resource.
• Provide general support to visitors and guests.
• Perform other duties as assigned, requested, or directed to support university operations.

Qualifications/Education

• Commitment to the mission statement, core values, and goals of Alvernia University.
• Microsoft Office Suite proficiency.
• Minimum 2-3 years of administrative assistant or related experience.
• Excellent organizational and communication (written and oral) skills.
• Ability to excel at details, prioritize, multi-task, and work in a fast-paced environment.
• Problem-solving skills, the ability to identify problems, brainstorm, analyze options, and implement the best solution.
• Ability to network and collaborate interdepartmentally to obtain answers and solutions.