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Administrative Assistant

Posted: 08/24/2022

Job Location Mount St. Joseph University - Cincinnati, OH
Position Type Full Time
Education Level High School
Job Shift Day
Job Category Education

Purpose:

To provide administrative support services to the Vice Presidents of Institutional Advancement and Recruitment & Admissions departments. This position requires initiative, professionalism, and high levels of integrity and confidentiality. This person is responsible for handling sensitive material as it relates to the donors, faculty, staff, and students. Requires making independent decisions when necessary and work without close supervision.

Duties:

  • Efficient and sensitive handling of all administrative tasks as they relate to the IA and Recruitment & Admissions departments.
  • Manage all scheduling activities for the Vice Presidents.
  • Maintain and monitor office calendars.
  • Screen and direct calls and visitors with discretion and courtesy.
  • Handle routine inquiries of internal and external customers.
  • Be proficient in Microsoft Office Suite including WORD, Excel, Outlook and other software and technology as necessary.
  • Responsible for maintaining record of minutes of meetings within the departments.
  • Coordinate various mailings.
  • Coordinate and schedule travel arrangements as necessary.
  • Contribute to team effort by welcoming new and different work requirements; exploring new opportunities to enhance the services of the departments; helping others accomplish related job results when needed.

Primary Contacts:

Vice Presidents of IA and Recruitment & Admissions, other administrative support within academic schools and other campus offices.

Supervision Exercised:

N/A

Supervision Received:

Works toward a previously defined objective with little supervision and uses a wide range of procedures to accomplish goals, plans, and arranges own work referring unusual problems to the School Dean.

Qualifications

Education:

High school diploma required

Experience:

1-2 years of administrative support experience

Skills, Attributes

Customer Service:

  • exhibit a customer first attitude with faculty/staff, students, alumni, and stakeholders. Provide exceptional service in all responsibilities and interactions, demonstrating versatility in handling people and situations.
  • adapt willingly and quickly to changing priorities, responsibilities, and student-faculty-staff-stakeholder customer needs and expectations; anticipate and identify customer needs.

Teamwork:

  • communicate, cooperate, and collaborate with others to achieve office, division, and University goals.
  • assist in various responsibilities within the IA and Recruitment & Admissions departments, especially during high service demand times.

Communication:

  • develop and nurture an effective, productive and respectful rapport and working relationship with donors, students, faculty, and staff co-workers, and various campus and community constituencies maintaining appropriate level of professionalism
  • demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
  • demonstrate strong written, telephone, and electronic (email and internet) communication skills
  • communicate information clearly and concisely and listen well to others

Accuracy:

  • maintain a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions
  • ensure accuracy of information that is provided to others.

Initiative:

  • take immediate and independent action when necessary assuming initiative for creative problem solving
  • accomplish tasks with follow through to completion
  • adapt willingly and quickly to changing priorities, responsibilities, and functions within school/department and/or position

Technical:

  • must possess aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office, including Word, Excel, and Outlook, Internet, and other University systems as necessary

Work Environment, Physical Demands:

  • Standing or sitting in one position for long periods; computer data input; multiple concurrent tasks with constant service interruptions; donor, faculty and student contact; strict confidentiality; detailed work.

 

To apply, please upload the cover letter, resume, and contact information with three professional references via Paycom.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's Non-Discrimination Policy.

Mount St. Joseph University is an Equal Opportunity Employer

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