The Administrative Assistant will provide support to assigned law school
faculty and will serve as the backup receptionist. The job assignments of this
position may change at the discretion of the Dean or designee and require
flexibility to work as assigned based on the needs of the school.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
Provides administrative support in daily activities for the school,
faculty, and staff. Maintains email distribution lists and shared
calendars;
Answers telephones, manages mail, makes copies, files, maintains general
office supply inventory, and submits facilities service requests.
Types and edits documents (syllabi, class assignments, tests,
manuscripts, reports).
Greets visitors and directs to appropriate destinations. Furnishes general
information to students, staff, and the public.
Maintains filing records as per College's policy and operational functions
for faculty files, events, accreditation, programs, and/or course
schedules.
Provides direction and acts as a resource to faculty and staff with regard
to regard to procedures. May assist with coordination of campus visits,
arranges travel, prepares agendas and coordinates calendars.
Assists the Dean, maintaining information on faculty teaching loads,
faculty instructional units. Collects, assembles and maintains files of
all syllabi, faculty credentials and all other semester documents.
Arranges, supports, and attends meetings, events or conferences. Invites
required participants, documents meeting results to include attendance
logs, minutes, and/or action items.
Serves as a point of contact project person and takes on non-routine
projects that generally require coordinating between various offices.
Submits facilities service work orders and communicates information to
faculty and staff.
Provides support to department faculty and students. Proctors tests and
assists with time-sensitive projects and to ensures priorities are handled
with a high degree of professionalism and confidentiality.
Assists with coordination of and provides support for school programming
(Red Mass, Graduation, career events, on-campus events).
Provides backup and overflow support for the receptionist as requested and
may support other staff members.
Performs other duties as assigned
QUALIFICATIONS:
High School Diploma or GED, Associate's Degree Preferred
Two or more years of administrative or clerical support experience.
Experience in Higher Education environment, preferred.
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 basic knowledge of MS Office (Word,
Teams, Power Point, Publisher, Outlook email and calendar),
experience with virtual meeting platforms (Zoom, Teams, or similar).
Must be flexible and able to work off-campus, weekends, and evenings,
(occasionally), as required.
May be required to work more than 40 hours during the workweek.
Must have a high attention to detail and be able to organize workflow,
coordinate activities, balance simultaneous projects without loss of
efficiency in a multi-tasked environment, and manage multiple priorities
to meet deadlines.
Must have good verbal and written communication skills; strong public
relations and customer service skills with an ability to implement
diplomacy and discretion at all times; ability to work effectively with
communities across the university.
Ability to successfully manage up (coordinate and structure activities
related to the Dean) and manage down (oversee student staff and delegate
tasks) while maintaining a positive and confident attitude.
PHYSICAL DEMANDS:
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.
