Administrative Assistant

The Administrative Assistant for Student Development is responsible for the management of the Campus Life Front Office and provides support to the divisional offices housed within the Campus Life Suite of the University Center. This position will provide support to a group of departments (Community Engagement, Dean of Students, Student Integrity and Welfare, and Student Life). This position will work collaboratively with staff within the division as well as other areas of the university.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Fosters a collaborative approach and maintains good relations with all members of Student Development and other University offices and departments;
• Provides comprehensive administrative support in daily activities for the departments. Handles all incoming and outgoing correspondence and inter-office communications, visitors, and scheduling of appointments or meetings for departments; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests. and processes work orders.
• Creates, composes, and edits documents, presentations, and reports. Creates and maintains databases. Maintains filing records as per department policy; Assembles and disseminates information as requested for internal and external individuals or organizations.
• Assists with the monitoring and reporting of departmental budgets; manages/tracks invoice payments, purchasing of office supplies, payroll and personnel procedures, conference/ travel arrangements, and expense reimbursements;
• Plans, arranges, and secures resources and logistical details for various special events, special projects, student programming, or meetings by securing room(s), virtual resources, and managing digital requirements. Provides support for setup/execution, distribution of materials, catering, and other related planning details, ensuring all plans are executed appropriately.
• Arranges, supports, and attends meetings, events, or conferences as requested or deemed appropriate. Invites required participants and documents meeting results, including attendance logs, minutes, and/or action items. Consults with directors and professional staff on action items and ensures materials are distributed in a timely manner.
• Hires, trains, guides, and supervises the student workers. Creates and fosters collaboration efforts with other student staff members housed within the front office area by working and communicating with their direct supervisors;
• Supports department functions via various student service software programs (RattlerTracks; GivePulse; Maxient; Banner; Catertrax, etc.) as needed;
• Assists with coordination of department efforts to provide for student welfare and access to student wellness resources;
• Secures physical student case files as required by law or University policy, as well as all office files, including confidential materials;
• 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; Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices.
• Performs other duties as assigned

QUALIFICATIONS:

• High school diploma or GED required; Bachelor's degree is preferred.
• Must have three (3) years of demonstrated administrative experience in office management, bookkeeping, paralegal, or legal assistant experience strongly preferred
• Bilingual Preferred (English/Spanish with the ability to understand and to make oneself understood to Spanish-speaking individuals)
• Must clear and maintain a favorable background investigation and clearance
• Must have the ability to demonstrate high proficiency in MS Office (Word, Excel, Outlook, and PowerPoint), Teams, Zoom, or similar online/virtual meeting platforms.
• Experience and or proficient skillset with spreadsheets, database management, data formatting and reporting, and/or Enterprise Resource Planning Systems (Banner or similar) is highly preferred
• 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; an ability to maintain effective communication with all staff in the Student Development area in order to maintain a welcoming environment and well-informed team approach.
• Must have 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 discretion to complete work assignments. Initiative is frequently required to complete work assignments. Decisions are made regarding policy interpretation and individual work priorities
• Must have the ability to demonstrate a capacity for leadership and the commitment to work collaboratively with a diverse and dynamic community.
• 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; Ability to manage, follow up, work in collaboration, and finalize projects, crisis situations, and other issues that may arise;
• May be required to work more than 40 hours a week to accommodate University events and projects.
• Ability to leverage AI-supported tools to efficiently manage front-office operations, including responding to student and visitor inquiries, organizing services, generating accurate documentation, and identifying opportunities where automation can enhance the overall office efficiency desirable.

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 in 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.