Administrative Assistant

Position Title: Administrative Assistant

Department: Rosary College of Arts, Education, and Sciences

Reports To: Dean of the Rosary College of Arts, Education, and Sciences

Location: On-site (River Forest Campus)

Position Summary

The Administrative Assistant provides key administrative and operational support for Rosary College of Arts, Education and Sciences, working closely with faculty, staff, students, and university offices to ensure smooth day-to-day operations. Responsibilities include office management, event and program coordination, support for faculty and student services, and assistance with financial, licensure, and academic processes. This position requires flexibility, strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic academic setting.

Duties And Responsibilities

Office Operations and Administrative Support

• Provide general office coverage, including answering phones, greeting visitors, managing supplies and calendars, and assisting with special projects
• Support the School of Arts and Sciences associate dean as needed
• Assist with December and May Commencement ceremonies.
• Coordinate room bookings, catering, and logistics for internal events.
• Collaborate with university offices to ensure timely processing of forms and reports.
• Serve as the first point of contact for student inquiries and refer as appropriate.
  
  
  

Personnel and Financial Processes

• Distribute and track faculty appointment letters.
• Prepare and submit payroll forms and related documentation to OPC.
• Process reimbursements, vendor payments, and mileage submissions in coordination with Accounts Payable.
• Assist with adjunct faculty onboarding in coordination with OPC, including collection of required documentation (e.g., transcripts, licensure status, CVs).
  
  
  

Academic Program and Faculty Support

• Prepare informational materials, in advance, before probation/dismissal meeting; send probation/dismissal letters to students; maintain records of probation/dismissal. Prepare and send letters to students with low term GPA.
• Send notification to students, academic advisors, advising office for credits awarded for Advanced Placement, International Baccalaureate, and CLEP. Enter AP, IB and CLEP credits into Jenzabar database. Submit original transcripts to Registrar.
• Assist with adjunct faculty: submit contract requests. Assist in orienting them with RCAES procedures, coordinating with SOE Administrative Assistant regarding sending of course confirmation information to adjuncts for each semester.
• Administer and proctor placement tests when needed: Math and Foreign Language.
• Assist faculty, staff, and students when needed.
  
  
  

Perform other duties as requested, delegated or assigned.

Knowledge, Skills, And Abilities

• Ability to collaborate effectively with faculty, staff, students, and external partners.
• Strong written and verbal communication.
• Proficiency in Microsoft Office and willingness to learn platforms such as Canvas, SharePoint, SoftDocs, and Qualtrics.
• Excellent organizational skills with the ability to manage multiple tasks and priorities.
• Initiative, resourcefulness, and the ability to work independently or as part of a team.
• Commitment to creating an inclusive and student-centered environment.
  
  
  

Required Qualifications

• Associate’s degree
• 3-5 years of experience in an administrative support role
• Enthusiasm for supporting first-generation, immigrant and historically underrepresented students.
  
  
  

Preferred Qualifications

• Bachelor’s degree.
• Experience in an administrative support role in an education setting
  
  
  

Physical Demands:

• Ability to spend long durations of the workday sitting at a desk and working on a computer
• Ability to lift up to 15 pounds at times
  
  
  

Salary and FLSA Status

• Salary: $24.00-$26.50 hourly
• FLSA Status: Non-Exempt, 37.5 hours
  
  
  

Benefits

• Comprehensive health, dental, and vision insurance
• Retirement plan with employer matching contributions
• Professional development opportunities
• Tuition remission for employees and their dependents
• Flexible spending accounts (FSA)
• Generous paid time off (PTO)
  
  
  

Employment at Dominican University is contingent upon the successful completion of a background investigation.

About Dominican University

Dominican University is a Catholic, comprehensive teaching university located in River Forest, a suburb of Chicago, with an additional campus in the Pilsen neighborhood of Chicago. Accredited by the Higher Learning Commission, Dominican University offers associate, baccalaureate, master’s, and doctoral degrees. It is highly regarded for its academic rigor, thoughtful accompaniment of students, intentional affordability, and values-based, relationship-centered learning environment.

Dominican currently enrolls over 3,300 students, including 2,280 undergraduates and 1,027 graduate students. Sixty-eight percent (68%) of undergraduate students identify as Latinx, 5% as Black or African American, and 3% as Asian. Under-represented minority students comprise 77% of the undergraduate enrollment and 38% of the graduate enrollment. Over 90 percent of undergraduates receive some form of financial aid. Nearly half of all undergraduates are first-generation college students; over half are federal Pell Grant recipients, illustrating their families’ level of income; and 58% are eligible for low-income MAP grants from the State of Illinois.

Recognized since 2011 as a Hispanic-Serving Institution (HSI) by the U.S. Department of Education, Dominican is committed to expanding and enhancing educational opportunities for Latinx students and all students from historically underrepresented groups. For more information, visit www.dom.edu.

Expectations for all Dominican Employees:

To support the University's mission of preparing students to pursue truth, give compassionate service, and participate in the creation of a more just and humane world, engage in university service work that promotes collaboration and community building. This includes participating in organizational initiatives, supporting campus events, contributing to community outreach, and fostering a diverse and inclusive environment through involvement in various staff-driven activities and groups.

Institutional Statement

Dominican University is committed to fostering a diverse and inclusive academic community. We encourage applications from individuals of all backgrounds. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

Equal Employment Opportunity Statement

Dominican University is an equal opportunity employer and encourages applications from women, minorities, individuals with disabilities, and protected veterans. If you need accommodations due to a disability, you may contact us at opc@dom.edu for assistance.