Administrative Assistant I

Posting Details

Position Information

Job Title Administrative Assistant I Summary

The Administrative Assistant for Student Success provides day-to-day administrative, clerical, and logistical support for the departments within the Mastrantoni Family Student Success Commons, including the Center for Career Services and Academic Success. Reporting directly to the Assistant Vice President for Student Success, this position handles front-office reception, assists with leadership calendars, and coordinates student office assistants. The role also provides vital support for departmental budgets, data entry, and software systems (including Banner, Slate, and Handshake), while assisting with major events like New Student Orientation and routine administrative workflows such as academic sanctions and absence verifications.

Duties and Responsibilities

• Coordinates the front office operations of the Mastrantoni Student Center, which includes the Center for Career Services (CCS) and Academic Success (AS), including checking in students and visitors for appointments, answering incoming phone calls, managing department email inboxes, and providing logistical support to both departments in a friendly, helpful, and knowledgeable manner.
• Helps manage the calendars of the Student Success leadership team: the AVP for Student Success, the Director of Academic Advising, and the Director of Career Services.
• Assists in the New Student Orientation (NSO) and Transfer Registration Day events, working with various departments to reserve rooms, maintain/update information in NSO Canvas, assign NSO advisors, update student records, batch process information into Banner, manually update advising information into Slate, and run various reports necessary to update student records.
• Supports the annual University academic sanction process by managing student correspondence, revising formal sanction notification letters, and organizing appeal documentation for evaluation by the academic standing committee.
• Manages and maintains FERPA forms for Academic Success and Career Services.
• Collaborates with the Director of Academic Advising on The Dr. William F. O'Hearn Memorial Endowment Award for Faculty Advising and the award process.
• Maintains knowledge and competency in all areas of the Handshake career center management system to troubleshoot with employers, students, and staff, including efficiently handling incoming calls from employers wishing to post positions on Handshake; handling student access issues; checking event registrations, and sending registration instructions for all incoming requests via email. Provides training to student employer supervisors.
• Coordinates the Excused Absence verification process between students and instructors using Slate workflows and email correspondence.
• Orders office supplies to maintain appropriate inventory levels.
• Assists with department budgets, reviewing budget monthly using Banner database and MS Excel, including supplying budget numbers for invoices, check requests, and purchasing cards; preparing expense forms and leasing/subscription/membership payments for director's signature.
• Hires, schedules, trains, and coordinates work to be performed by student office assistants.
• Using Banner database, processes bi-weekly timecards for student office assistants, peer advisors and peer career advisors; also accesses Banner database for student, alumni confirmations.
• Reserves room locations and orders equipment and food service for events and meetings, coordinating logistics with designated staff.
• Assists with employer recruiting visits to Career Center, greeting and set-up, facilitating recruiter/faculty connections, and assists staff with special events as needed.
• Participates in University committees, events, and programs.
• Perform other duties and responsibilities as assigned.

Required Qualifications

• High school degree required.
• Proven track record in customer service, with a warm, approachable, and professional demeanor.
• Good organizational skills and people skills to deal with a large number of faculty, students, and recruiters.
• Must be detail-oriented and adept at multitasking.
• Interest in understanding and supporting John Carroll's mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.

Preferred Qualifications

• Associate's or Bachelor's degree.
• Two years of experience in an office setting.
• Experience in human resources or higher education.
• Familiarity with higher education technology vendor software (Banner, Handshake, Slate, etc.)
• Two or more years of experience in an office setting.

Normal Work Location, Hours and Conditions

This is a full-time, 12-month, in-person position located at our campus in University Heights, Ohio. Standard working hours are 37.5 hours per week, aligned with core university business hours (8:30 a.m. - 5:00 p.m.). Occasional work outside of normal business hours may be necessary to support departmental operations and university events.

Physical Requirements

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information.

Hours Full Time FLSA Non-Exempt (Hourly) Compensation & Benefits

Starting salary will be $16.75 - $18.00 per hour, commensurate with qualifications. This position offers a generous Total Rewards package that includes health and dental insurance options, paid vacation, personal, sick, and mission time, holidays, 403 (b) retirement plan, life insurance, and tuition remission benefits for you, your spouse, and children.

About John Carroll University

John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences, the College of Health and the Boler College of Business, which include graduate programs. The University offers more than 70 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master's level.

The University enrolls approximately 2,500 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 13:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine's top 10 rankings of Midwest regional universities for more than 30 consecutive years.

Posting Detail Information

Posting Number AS994P Open Date Close Date Open Until Filled Special Instructions Summary EEO Statement

We are an Equal Opportunity Employer. We welcome and value all individuals and encourage applications from people of all backgrounds, experiences, and perspectives.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Where did you first hear about the job opening?

• AJCU

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• Employee Referral

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• If other, please specify

(Open Ended Question)

(Optional) Documents Needed To Apply

Required Documents

• Resume
• Cover Letter

Optional Documents