Administrative Assistant-Student Affairs

Reporting to the Vice President for Student Affairs/Dean of Students, the Administrative Assistant coordinates, oversees, and/or performs a wide variety of administrative, project, and strategic support activities for Student Affairs in support of the mission of the University. The Administrative Assistant maintains strict confidentiality on many sensitive and critical issues. They oversee and/or participate in the coordination, supervision, and completion of special projects and/or events. They may serve as a contributing member on a variety of committees.

The Administrative Assistant supports and contributes to the development of a vibrant co-curricular life which supports seamless learning initiatives and educational opportunities within the context of Catholic higher education, and the mission of the University. The Catholic mission manifests itself in the work of all staff within the division of student affairs. We are committed to the education of the whole person, in relationship to God, self and others. Our everyday work should reflect the values of Catholic teaching, including respect for human dignity. The co-curricular experiences of our young men and women should open up possibilities they have for living lives of service in the wider world beyond campus, as concerned and caring Christians.

ACCOUNTABILITIES:

· Provide primary support to the Vice President for Student Affairs/Dean of Students.

· Serve as a primary point of direct administrative contact and liaison with other offices and individuals on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.

· Provide receptionist duties in a professional and efficient manner. This includes greeting visitors and answering departmental telephones.

· Respond to inquiries or identifies the appropriate person to answer the inquiry.

· Gather, enter, and/or update data to maintain departmental records and databases, as appropriate; establish and maintain files and records for the office.

· Perform administrative duties which include drafting and typing memos, correspondence, and reports; maintain appointment calendars by scheduling and arranging meetings.

· Generate reports and presentations to inform decision-making.

· Coordinate special projects related to divisional initiatives.

· Coordinate and track divisional initiatives and projects, ensuring they stay on schedule and within budget.

· Assist with developing outreach materials and presentations to promote divisional programs.

· Organize and maintain all files for Office of Student Affairs including confidential student files.

· Record, compile, and distribute materials of various committees for Student Affairs; as well as for BOT Standing Committees as assigned.

· Maintain website updates and Student Affairs Instagram account as necessary.

· Process division check requests, requisitions, payments, and track all budget line items for the Division of Student Affairs.

· Assist in the coordination of various programs (e.g., full-day staff retreats, departmental meetings, end-of-year banquets/awards events, etc.).

· Serve as a Campus Security Authority for Clery reporting purposes and a Responsible Employee for Title IX reporting purposes.

· Hire, train and assigns work to student workers; and

· Perform other related duties as assigned.

SCOPE:

· Interact regularly with all members of the University community; and

· Interact with parents, mainly through phone contact.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS: The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, customer contact, multiple concurrent tasks, constant interruptions, and performing calculations when necessary.

About Assumption University:

St. John Paul II wrote: “Man’s creation by God ‘in his own image’ confers upon every human person an eminent dignity; it also postulates the fundamental equality of all human beings.” Assumption University recognizes the essential contribution of a diverse community of students, staff, and faculty and condemns all forms of harassment, discrimination, and disrespect.

As such, and in compliance with the requirements of federal law and/or the laws of the Commonwealth of Massachusetts, Assumption University prohibits discrimination on the basis of race, color, national origin, religion, disability, age, veteran status, marital status, gender, gender identity, sexual orientation, and pregnancy, as well as other legally protected status, in admission to, access to, treatment in, or employment in its programs and activities, except where such conditions may constitute bona fide qualifications for the programs or activities in question.

· Must be willing to contribute actively to the mission of the University, as well as show respect for the Catholic and Assumptionist identity of Assumption University.

· Bachelor’s Degree preferred.

· Two to four years of secretarial experience required.

· Ability to maintain a high degree of confidentiality.

· Strong computer skills required.

· Knowledge of Microsoft office preferred.

· Excellent verbal and written communication skills required; and

· Ability to understand and remain current with student needs and issues.