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Administrative Assistant (Chemistry, Physics, Earth Science)
Location:
San Antonio, TX
Description:
This position will provide comprehensive support for departments, clubs, programs, and events that assist faculty, staff and students in support of teaching, research, service and outreach activities of the school. The position is dedicated 50% to Chemistry & Biochemistry and 50% to Physics & Environmental Science departments and provides support to faculty members who undertake other administrative responsibilities for the University. ESSENTIAL DUTIES AND RESPONSIBILITIES : Provides comprehensive administrative support in daily activities for department. Maintains email distribution lists and shared calendars; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, and submits facilities service requests. Creates, composes and edits documents, presentation and reports. Creates and maintains databases. Maintains filing records as per department policy and operational functions for files, events, accreditation, and/or programs. Assembles and disseminates information as requested for internal and external individuals or organizations. Processes budget actions for check and cash requests, purchase orders, deposits, reimbursements, travel authorizations and expense reports; prepares and maintains budget files, expense forecasting, and creates budget forms as needed for overall offices expenses; purchasing of office supplies, conference/ travel arrangements and expense reimbursements; manages updates of monthly budget files by ensuring all outstanding charges are accounted for in collaboration with department chairs. Assists the Dean, department chair(s) and school leadership with the coordination of course offerings, maintaining information on faculty teaching loads, faculty instructional units, faculty releases, and reports. Collects, assembles and maintains files of all syllabi, faculty credentials and all other semester documents. Assembles and prepares publicity, media and materials for meetings, retreats, training, workshops, seminars, conferences, and special events in coordination with communication department. Coordinates the production and distribution of marketing materials and social media releases and maintains applicable webpages. Arranges, supports, and attends meetings, events or conferences. Invites required participants, documents meeting results to include attendance logs, minutes, and/or action items. Consults with chairs, faculty, and support staff on action items and ensures materials are timely distributed. Hires, guides and supervises the student workers. Serves as a point of contact project person and takes on non-routine projects that generally require coordinating between various offices; updates job descriptions, interviews and hires; evaluates and maintains records in compliance with Financial Aid guidelines; timesheet approvals, office training and manages daily work plans for Student Workers for the office; Serves on University committees as appropriate and in place of other staff when they are out of office for periods of time. Performs other duties as assigned. QUALIFICATIONS: High School Diploma or GED, Associate's Degree from an accredited college or university or 24 hours of completed college coursework , preferred. 3 years of experience providing administrative support to office or department. Experience working in Higher Education or educational 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 intermediate to advanced skills in MS Office (Word, Teams, Power Point, Outlook [email and calendar]) with an emphasis on working on Excel spreadsheets (Preference to those with strong numeric skills and who are proficient in summarizing and visualizing data) ; E xperience with virtual meeting platforms such as zoom. Experience with report software (ARGOS) or similar, HRIS/Student Information Systems (Banner) or similar programs, preferred 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 excellent 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. Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; display solid problem solving and interpersonal skills; work well independently and as part of a team May be required to work more than 40 hours during the workweek. 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. Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals ). 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. Job Posted by ApplicantPro
Company:
St. Mary's University
Posted:
December 26 2023 on ApplicantPro
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More About this Listing: Administrative Assistant (Chemistry, Physics, Earth Science)
Administrative Assistant (Chemistry, Physics, Earth Science) is a Clerical Administrative Assistant, Administrative Specialist Job at St. Mary's University located in San Antonio TX. Find other listings like Administrative Assistant (Chemistry, Physics, Earth Science) by searching Oodle for Clerical Administrative Assistant, Administrative Specialist Jobs.
Administrative Assistant (Chemistry, Physics, Earth Science) is a Clerical Administrative Assistant, Administrative Specialist Job at St. Mary's University located in San Antonio TX. Find other listings like Administrative Assistant (Chemistry, Physics, Earth Science) by searching Oodle for Clerical Administrative Assistant, Administrative Specialist Jobs.