POSITION TITLE: CASBAdministrative Assistant (JPII)

DEPARTMENT: College of Arts, Sciences and Business (CASB)

POSITION STATUS: Full-time, 12-month

POSITION REPORTS TO: Dean of the College of Arts, Sciences and Business (CASB)

JOB SUMMARY: Under the direction of the Dean of the College of Arts, Sciences, and Business, the CASB Administrative Assistant is responsible for a wide range of support for the Divisions of Humanities and Education and the Keith Busse School of Business and Entrepreneurial Leadership.

Major Responsibilities/Activities

• Reserves rooms and/or vehicles and places food orders for meetings and other events of the division
• Performs various duties and/or projects including obtaining data, preparing analysis, reports, surveys, and statistical summaries under the direction of the Dean, Division or Program Directors
• Creates and prints flyers, programs, certificates, rosters, letters, signage, and similar division communications.
• Collects course syllabi from faculty each semester and loads for the Office of the Academic Affairs
• Creates door cards for professors’ offices.
• Completes adjunct and overload contracts each term.
• Manages office and other key assignments.
• Interacts with students regarding university issues and provide quality service and assistance as needed or requested.
• Assists with the hiring and onboarding process for adjuncts and faculty in the divisions.
• Monitors procurement card purchases, invoices, and monthly reporting for purchases and business budgets
• Schedules program admissions appointments for faculty with new students
• Assists in coordinating college events.
• Orders office supplies
• Uses word processing, databases, spreadsheets, and other computer software skills to prepare a variety of documents including correspondence, programs, reports, forms, charts, and other documents.
• Establishes and maintains effective record keeping systems for variety of materials.
• Communicates both verbally and in writing with various University constituents including administrators, faculty, students, and other support staff and individuals in the community.
• Attend CASB Administrative Assistant Meetings
• Completes adjunct and overload contracts each term including for the Core Curriculum Director
• Consistently demonstrates behaviors and attitudes congruent with the University of Saint Francis and the Franciscan Values
• Works occasional evening and weekend hours during college and university sponsored events.
• Processes criminal history and background checks for education
• Prepares and mails Teacher Education Admissions and Deficiency Points letters and accordingly updates student files.
• Prepares and mails professional growth certificates for cooperating teachers; submits check requests for student teaching honorariums.
• Assists with preparation for Best Practices Showcase and other initiatives.
• Supports the honors program and first year seminar program.
• Performs other duties as required.
• Fosters a faith-based environment where student-athletes can pursue and enrich their relationship with Jesus.

USF WAY:

University of Saint Francis (USF) employees demonstrate a commitment to the University’s mission and support of its Catholic and Franciscan traditions. Employees provide the intellect, empathy, and ability to serve our students and community. The USF Way of serving is a source of pride for many employees. To provide a consistently high level of quality experience across our university, we provide the following service expectations for all employees. These standards have been tailored by position and responsibilities and are incorporated into performance evaluations.

Standard #1: Provide opportunities for deeper conversations, prayer, and reflection.

Standard #2: Utilize best practices in communication and service.

• Apply care to your words and deeds to ensure respect for others.
• Commit to follow through without exception and with quality.
• Offer additional assistance after serving as in, “How else may I assist you?”
• Respond promptly, whether in person, via phone, or email.

Standard #3: Recognize and celebrate milestones and achievements.

Standard #4: Use resources wisely and support green initiatives.

MINIMUM QUALIFICATIONS

Education

• Minimum of high school diploma or its equivalent required; Associate degree in a liberal arts and sciences major preferred

Experience

• Minimum of 1-year experience in secretarial work
• Experience in office operations including office procedures, word processing, data base management, and spreadsheets required.

Knowledge and Skills

• Demonstrate strong knowledge of office operations, policies and procedures, and business communications.
• Demonstrate strong knowledge of computers and office equipment. Skilled in Microsoft Office software.
• Demonstrate strong interpersonal and communications skills, both verbal and written, to effectively interact with students, faculty, staff, and community members.
• Maintain discretion concerning information of a confidential nature, such as personal identification information students and employees, student progress and performance, or faculty salary.

Licenses or certifications

None required.

Job Type: Full-time

Work Location: In person