Administrative Assistant

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Administrative Assistant

Location:

San Antonio, TX

Description:

The Administrative Assistant is responsible for the management of Residence Life front office operations. This position supports students, family, faculty and staff with questions and concerns regarding all aspects of living on campus, and Residence Life. This position works collaboratively with staff within the division, as well as other areas of the University. ESSENTIAL DUTIES AND RESPONSIBILITIES : Fosters a collaborative approach and maintain good relations with all members of Residence Life, Student Development Division, and other University offices and departments. Provides comprehensive administrative support in daily activities for the department. Handles all incoming and outgoing correspondence and inter-office communications, visitors and scheduling of appointments or meetings for department; answers telephones, manages mail, makes copies, files, maintains general office supply inventory, submits facilities service requests and 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 and organizations. Manages and assists with Residence Life processes, including but not limited to residency exemptions, residency verifications, openings-closings of halls, occupancy records, housing cancellation/withdrawals, resident files, room/mail keys, and housing charges, appeals, forfeits, refunds, and deposits. 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. Maintains all Residence Life contracts with outside vendors to determine payment timeline and contract renewal deadlines. 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 set-up/execution, distribution of materials, catering and any other related planning details while ensuring all plans are executed appropriately. 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 Assistant Dean and professional staff on action items and ensures materials are timely distributed. Coordinate and manage conduct related meetings for professional hall staff. Hires, guides and supervises student workers. Creates and fosters collaboration efforts with other student staff members housed within the department by working and communicating with their direct supervisors. Supports department functions via various student service software programs (StarRez, Blackboard, EMS, 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. 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. Serves on assigned committees, boards or commissions. Performs other duties as assigned. QUALIFICATIONS: High school diploma or GED required; Associate's degree or at least 24 credit hours of college coursework is preferred. Must have three (3) years of demonstrated administrative experience in office management, and bookkeeping Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals). Must clear and maintain a favorable background investigation and clearance. Must have the ability to demonstrate intermediate 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; ability to maintain effective communication with all staff in 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 issue that may arise. May be required to work more than 40 hours a week to accommodate University events and projects. 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 ApplicantPool

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Administrative Assistant | Administrative Assistant, Administrative Specialist in Clerical Job at 1

Administrative Assistant

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