The Administrative Assistant is responsible for supporting the Law School
Advancement office in continuing, strengthening, and expanding the
relationships The Law School community of alumni, friends, law firms,
corporations, foundations, faculty and staff. This position supports the
entire Law School Advancement team in the overall administrative support of
Law School alumni and development programs for alumni and other constituents
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provides comprehensive administrative support in daily activities for the
office. Maintains email distribution lists and shared calendars; answers
telephones, manages mail, makes copies, files, maintains general office
supply inventory, furniture, office equipment and submits facilities
service requests.
Creates, composes and edits documents, presentation and reports. Creates
and maintains databases. Maintains filing records as per office policy and
operational functions. Assembles and disseminates information as requested
for internal and external individuals or organizations. Schedule
appointments, and supports office staff.
Handles all of the finances for the office, including working with the
Executive Director on annual budget preparation, monitoring expenses
within the office, processing check requests, processing travel expense
and reimbursement requests, balancing credit card statements, reviewing
inventory, purchasing resources and overseeing all other financial
matters.
Manages and processes all aspects of travel arrangements to include
University travel documentation, reimbursements, check requests, deposits,
credit card reconciliations for office staff.
Manages the scheduling, logistics, agenda preparation, and execution of
several standing meetings with alumni, volunteers, etc. including drafting
agendas, sending reminders, preparing materials or gathering materials for
pre-meeting distribution, taking minutes, & distribution of all post-
meeting materials. Assists with coordinating special events as assigned.
Provides direct support to departmental, divisional and institutional
programs, as needed, to manage time-sensitive projects and to ensure
priorities are handled with a high degree of professionalism and
confidentiality including assisting members of the Law Alumni Association.
Serves as a point of contact project person and takes on non-routine
projects that generally require coordinating between various offices to
include assistance with preparation of call reports and participation in
donor research and evaluation.
Perform other duties as assigned
QUALIFICATIONS:
High School Diploma/GED required; Associate's degree or 24 hours of
college coursework preferred.
Minimum three years of administrative/secretarial assistance
Must clear and maintain a favorable background investigation and clearance
Must have valid driver's license, motor vehicle liability insurance and
personal injury insurance; or have a self-reliant source of transportation
to conduct business on a daily basis
Must have the ability to demonstrate advanced skills in MS Office (Word,
Excel, outlook, and PowerPoint), Teams, Zoom, or similar online/virtual
meeting platforms. Uses various software applications, such as
spreadsheets, enterprise systems (Banner or similar program) to
assemble, manipulate and/or format data and/or reports.
Must have excellent verbal and written communication skills. Strong public
relations and customer service skills with an ability to implement
diplomacy and discretion at all times; an ability to work effectively with
communities across the university including donors, trustees, and high-
profile individuals; Highly responsive to the needs of others.
Must have a high ethical standards and a strong sense of confidentiality;
ability to prioritize and manage multiple deadlines; thrive in a complex
work environment; displays solid problem solving and interpersonal skills;
works well independently and as part of a team.
Must have strong self-judgment abilities to assist in the preparation of
department personnel policy information. Use discretion to complete work
assignments. Initiative is frequently required to complete work
assignments.
Must have a high attention to detail and be able to write error-free
correspondence, organize workflow, coordinate activities, balance
simultaneous projects without loss of efficiency in a multi-tasked
environment, and manage multiple priorities to meet deadlines.
May be required to work more than 40 hours during the workweek to
accommodate University events and projects.
Knowledge of the management of gift processing and gift acknowledgement is
preferred.
Bilingual Preferred (English/Spanish with the ability to understand and
to make one's self understood to Spanish speaking individuals)
PHYSICAL REQUIREMENT:
Working conditions are in an office environment and university campus
setting. Must be able to move across the university campus to conduct day
to day business.
While performing this role, the employee will be regularly required to
sit, walk, and stand; talk and hear, both in person and by telephone; and
use hands repetitively to operate standard office equipment; and
occasionally required to lift up to 25 pounds.
Specific vision abilities required by this position include close vision,
distance vision, and the ability to adjust focus.
Frequently communicates with others using approved technological
resources; must be able to exchange accurate information through
designated systems within a timely manner.
Constantly operates a computer and other office productivity machinery.
The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential functions of this
job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
St. Mary's University is a Hispanic-Serving Institution and an Equal
Opportunity Employer. The University is committed to furthering diversity,
equity, and inclusion and encourages all qualified candidates apply.
