Position Introduction

Are you a highly organized and detail-oriented individual with a passion for providing exceptional administrative support? Saint Mary's College is seeking a dedicated Administrative Assistant to join our team. Located in a vibrant community renowned for its academic excellence and commitment to fostering a culture of inclusivity and personal growth, Saint Mary's College offers an exciting opportunity to contribute to the success of our institution.

At Saint Mary's College, we are committed to fostering a diverse and inclusive community where all members are valued, respected, and empowered to succeed. As an Administrative Assistant, you will have the opportunity to contribute to this mission by providing vital support to our faculty, staff, students, and visitors, and helping to create a welcoming and supportive environment for all.

Job Description

The Administrative Assistant - Department of Modern Languages and Cultures and the Global Studies Department will receive and act upon requests from faculty, staff and students when appropriate, maintain Department files, particularly confidential ones, in both electronic and hard copy; includes advising, registration, course records and other essential documentation, and Maintain the Department library of more than 800 DVDs including portable drives. Maintain A/V equipment; replace and upgrade as needed and as budget allows. The Administrative Assistant is responsible for any copying of purchased A/V materials to ensure that the video library is maintained in accordance with international copyright laws.

The Administrative Assistant will recruit, manage, train, and schedule department tutor/student workers and overseeing the language lab area, manage the department website, and obtain and provide factual information requiring an in-depth knowledge of all of the policies and procedures of the department. This position will record and publish Department Meeting minutes, arrange space, catering, etc. for Department events; submit work and purchasing orders, and prepare /facilitate Department communications (telephonic, electronic, and other).

The Administrative Assistant will learn and use administrative software (e.g., Banner) to obtain and update data for Department needs, maintain and monitor departmental budgets and assist in forecasting, reconciling, resolving discrepancies, and coordinate and administer STAMP testing with Global Studies faculty and the Chair of Modern Languages and students. In addition to scheduling testing times, this entails insuring that computers have the necessary technical requirements, interfacing between test provider and Instructional Technology; ensuring that proper codes and passwords for individual tests/languages are available; testing the software; training faculty and students in its use; budgeting and insuring payment.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities and requirements.

Minimum Qualifications

• High school graduation or equivalent
• A minimum of four years of related work experience
• Working knowledge of computer software including Microsoft Office and Google Suite
• Technology skills sufficient to use specialized software in the maintenance of the
• Department’s digital film library.
• Excellent interpersonal, communication and organizational skills – must be able to work
• with others in a team environment, follow work rules, and accept constructive
• criticism from supervisors.
• Ability to self-direct with a moderate degree of decision-making and independence of
• action, and pay attention to detail. Demonstrated ability to maintain programs,
• administer ongoing projects, and be aware of and meet deadlines.

Preferred Qualifications

• Social media and web communication software, including web page maintenance, ability to create engaging promotional flyers for Department events/
• Ability to learn new technology and computer programs

Schedule

40 Hours/ 10 Months/ Monday – Friday

EEO Statement

Saint Mary’s College is an Equal Opportunity Employer, in keeping with the College’s mission, Saint Mary’s is committed to increasing racial and ethnic diversity at all levels – students, faculty, and staff – and seeks applications from candidates who share this commitment.

Job Type: Full-time

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person