Administrative Assistant

TO APPLY: Please use the following URL: TITLE: Administrative Assistant

DEPARTMENT: NDGS

Classification (FLSA): Non-exempt, Hourly REPORTS TO: Dean of the Graduate School GENERAL DESCRIPTION: The Graduate School Administrative Assistant directly supports the Registrar and Business Officer. The Administrative Assistant also indirectly supports the Dean and Graduate School faculty. The Administrative Assistant is on the front lines of Graduate School communications. He or she is responsible for answering the phone and greeting the public, as well as providing communications support within the office, with other departments, and with external partners. The Administrative Assistant processes class videos and also helps to coordinate the campus-life aspects of the Graduate School's summer program. The Administrative Assistant maintains a disposition of readiness and availability to support Graduate School personnel and advance school objectives.

SUPERVISORY RESPONSIBILITIES:

- None.

CHIEF DUTIES AND RESPONSIBILITIES:

• Answers phones and responds promptly to emails and requests.
• Serves as receptionist and provides hospitality.
• Handles communications within school, with other departments, with students, and with external partners.
• Processes class videos.
• Creates student files and assists with management of records.
• Supports Dean's Assistant with logistics for the Summer Program, in cooperation with the Operations Department.
• Creates bi-weekly newsletter.
• Maintains and grows social media presence.
• Assists Dean, Registrar, and Business Officer with institutional effectiveness reports and other accreditation-related data collection, reporting, and narrative drafting.
• Supports Registrar and Business Officer with data collection for reports to College Council, Executive Council, the Board of Directors and Business Office.
• Supports Dean's Assistant with execution of special events.
• Liaises with other departments and external partners to advance shared goals.
• Looks after maintenance of the office.

OTHER NON-ESSENTIAL DUTIES:

- Provides administrative assistance to other faculty insofar as chief duties allow and the need arises.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Bachelor's degree preferred.
• Commitment to the Graduate School's Catholic identity and culture.
• Understands and loves the academic mission and culture of the Graduate School.
• Able to work supportively with faculty.
• Excellent "people skills."
• Conscientious steward of time and resources
• Highly organized, motivated, and detail-oriented.
• Excellent written communication skills and editorial ability.
• Able to prioritize and balance multiple tasks.
• Adaptable.
• Confident initiating new relationships, dealing with the public (including prospective students), answering the phone, and making cold calls.
• Capable of responding appropriately to time-sensitive requests.
• Proficiency with Microsoft Office suite.
• Proficient with Zoom and related software and hardware.
• Proficient with or able to learn Final Cut Pro and related software.
• Proficient or able to learn Populi course management software platform.
• Able to be physically present M-F during normal business hours.
• Able to work some Saturdays and evenings as needed, but normally able to maintain a regular business schedule and physical presence at the office.
• Understands or is able to learn the organizational structure and departmental operations of the College.
• Fast learning ability, creativity, willingness to take on new tasks and initiatives.
• Excellent work ethic and efficient.
• A team player and "doer" willing to pitch in wherever needed in support of other staff.
• Master's degree in theology-related field (completed or in process) valued.
• Ability to assist with academic support and student writing center preferred.
• Web design experience preferred.
• Proficiency with social media preferred.
• Artistic ability preferred.

PHYSICAL / MENTAL / EMOTIONAL REQUIREMENTS:

• Ethical.
• Able to deal with the work-load surges and related stresses typical of the Graduate School's academic calendar.
• Adaptable and willing to acquire new skills and serve in varying capacities as needed.
• Collaborative, thoughtful, honest disposition with commitment to continual personal and institutional improvement.
• Confident, straight-shooting, respectful communicator who can identify and tactfully address problems.
• Able to communicate and work effectively with a wide range of personality types.
• Able to respond positively to direction and requests.
• Can manage conversations well and deal maturely with them in a thoughtful and time-sensitive way.
• Socially aware and emotionally mature.
• Positive, welcoming attitude, joyful presence.
• Kind, thoughtful, attentive to others.
• Able to lift 35 lbs.
• Able to enter and move around in the Graduate School's office facility.
• Able to use stairs.
• A team player.
• A problem-solver with the ability to troubleshoot and work independently.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time for the needs of the College, but a discussion between the employee and supervisor will take place prior to the change.