Administrative Assistant, Reading Science Graduate Programs Part-time

Mount St. Joseph University is accepting applications for the part-time, support staff, hourly position of Administrative Assistant, Center for Reading Science. The successful incumbent will be responsible for acting as a liaison with on and off-campus contacts, administrative support and coordination, and functions for the Center for Reading Science.

Responsibilities Include:

General

• Provide direct administrative support to Center for Reading Science leadership.
• Support graduate student admissions and coding
• Support student registration and coding
• Efficient and sensitive handling of all administrative tasks
• Supervise student workers and co-op students including managing tasks and work schedules
• Work with faculty in the preparation of grant proposals as well as on an as needed basis if grant is awarded
• Coordinate equipment and order supplies
• Provide clerical support for special projects, as appropriate
• Participate in assembly of material needs of partner schools
• Committee Meetings
  • Responsible for recording and transcribing minutes for all Center for Reading Science meetings.

Fiscal Operations/Budget:

• Support preparation of an annual budget for review with the Center for Reading Science leadership and update as necessary
  • Utilize Microsoft Excel and Google Sheets
• Prepare monthly credit card resolution report
• Creation of purchase orders for Center for Reading Science to assure timely payment expenditures
  • Link Orders to internal budget
• Review, code, and process faculty expense reports

Maintain grant files

• Update and scan appropriate documentation for a virtual filing system.
• Arrange appropriate documents and reports for the grant.
• Work with grant investigators and faculty to complete grant projects
• Assur fiscal side of grant reporting is coded and reported accurately

Plan and coordinate a variety of Center for Reading Science sponsored events including:

• Order food as needed for various events
• May include occasional Saturday morning or evening hours

Other duties as assigned.

Hours:

Flexible and between 9:00 - 4:00

Education: Degree preferred

Experience:

• A minimum of 5 years of proven, successful, work experience as a high-level administrative assistant in a challenging office environment; college or university setting preferred.
• A demonstrated ability and commitment to diversity, equity, and inclusion.
• Extensive customer contact; strict confidentiality; detailed work and other duties as assigned.

Specialized Training: Excellent verbal and written communications, as well as demonstrated proficiency regarding the utilization of Microsoft Office software and Google Workspaces

Skills/Attributes

Customer Service:

• Exhibit a "customer first" orientation in providing exceptional service in all responsibilities and interactions demonstrating versatility in handling people and situations
• Adapt willingly and quickly to changing priorities, responsibilities, and students' (or other customers) needs and expectations; anticipate and identify students' (or other customers) needs
• Demonstrate an ability to facilitate transition and counsel students towards the realization of full educational potential
• Demonstrated ability to recognize, appreciate and serve culturally diverse populations, special needs, and others
• Available to rotate through multiple time frames of service operations
• Demonstrate an enthusiastic approach to duties and a commitment to liberal arts education

Teamwork:

• Collaborate well with others for a cohesive group
• Communicate, cooperate and collaborate well with others to achieve common office, department, or University goals
• Willingly assists in various responsibilities as appropriate within the department and other areas of the university as appropriate as required during high service demand times

Communication:

• Develop and nurture an effective, productive, and respectful rapport and working relationship with students, faculty and staff co-workers, and various campus and community constituencies maintaining an 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 and strengths in public speaking
• Communicate information clearly and concisely and listen well to others

Attention to Detail:

• Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights, or omissions

Initiative:

• Take immediate and independent action when necessary assuming initiative for creative problem solving
• Demonstrate creativity and high energy
• Accomplish tasks with follow through to completion

Technical:

• Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office and Google Workspace

Work Environment, Physical Demands:

• Multiple service hours; computer data input; multiple concurrent tasks with service interruptions; extensive customer contact; extensive standing or sitting in one position for long periods; 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