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Administrative Assistant, Reading Science Graduate Programs Part-time

Posted: 09/15/2023

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:


  • 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.



Flexible and between 9:00 - 4:00


Education: Degree preferred


  • 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



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


  • 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


  • 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


  • 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


  • 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

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