Administrative Assistant I

Posting Details

Posting Details

Posting Number NA01559

Position Information

Position Title Administrative Assistant I State Employment Status Full Time Position Status Regular If Limited Term (End Date of Assignment, Project, or Grant) Position Type Staff Job Family Operations and Administrative Services # Hours Per Week 37.5 Position Overview

The Administrative Assistant serves as a front-line ambassador for University Advancement as well as the 4th floor partners of Zilber Hall, including the President's office, the Executive Vice President's Office, the Provost's office and the Office of Mission & Ministry. This individual will oversee daily University Advancement office operations, manage administrative tasks and greet visitors and triage phone calls for University Advancement.

Duties and Responsibilities

1.Oversee daily office operations

• Answer and triage incoming phone calls
• Manage reception area on the 4th floor, including serving as the first point of contact for all visitors (in coordination with the Information Desk in the main lobby and Visitor's Log)
• Oversee UA office space, conference rooms, storage space, workstation technology needs, and 4th floor kitchen
• Assist with UA meeting and gathering needs
• Oversee daily mail and package delivery, both campus and external, manage payment of all UA express and package postage invoices, coordinating checks with Gift Services
• Manage UA lists, including staff phone list and birthdays

2. Manage office supplies and equipment

• Maintain office supplies within supply room and storage room
• Place orders within the university's purchasing system
• Maintain technology equipment and tracking for UA
• Handle facilities/general building maintenance requests, including those for multi-function devices.
• Order supplies, manage publication subscriptions, and serve as primary contact for vendors.

3. Student assistant hiring and management

• Manage the hiring, performance management and recognition efforts for all student assistants across University Advancement, with partnership from managers

4. Projects/Other responsibilities

• Vacation tracking
• Create alumni identification cards
• Coordinate UA holiday cards and CASE annual membership

Required Knowledge, Skills and Abilities

Excellent customer service and communication skills.

Excellent organizational and prioritization skills.

The ability to problem-solve and complete tasks with minimal supervision.

Attention to detail, confidentiality, and discretion.

Experience in Microsoft Outlook, Excel and Word.

Preferred Knowledge, Skills and Abilities

Associate, vocational or tech school degree related to office or administrative assistant work.

1-2 years of previous experience in reception, office management or customer service.

Department University Advancement Posting Date 04/08/2026 Closing Date Special Instructions to Applicants EOE Statement

It is the policy of Marquette University to provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other applicable federal or state-protected classification.

Required Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

Posting Specific Questions

Required fields are indicated with an asterisk (*).