Administrative Services Specialist

Overview and Responsibilities

Saint Mary's University of Minnesota is seeking candidates who are eager to contribute to its Lasallian Catholic mission of awakening, nurturing, and empowering learners to ethical lives of service and leadership. We invite individuals to help transform lives through education, inspired by the Catholic Intellectual Tradition’s quest to understand the human experience through faith and reason and its embrace of all who are dedicated to learning from one another through authentic conversations in search of the truth. We are especially interested in and give preference to candidates who demonstrate a vision to create and nurture initiatives that will advance our mission within the scope of their duties and who will foster a culture of dialogue that, with respect for all people, supports the search for meaning and purpose in pursuit of excellence.

Job Summary

The Administrative Services Specialist manages administrative activities, schedules, events, and correspondence. As a member of the Administrative Support Services Team, the position assists the University Vice President for Academic Affairs, the Dean of the Undergraduate College, and also serves as a liaison with other university offices, vice presidents, deans, faculty, staff, and students as well as external partners.

Salary Range: $20.00 - $24.25 per hour

Main Duties & Responsibilities

• Coordinate calendars and scheduling for meetings and activities.
• Manage meeting logistics including scheduling, space reservations, agenda preparation, and taking minutes.

• Manage general calendars for Academic Affairs, as well as calendars of the Vice President for Academic Affairs and the Dean of the College

• Reconcile and process invoices and expense reports.
• Handle confidential materials and information with professionalism and care.
• Oversee office operations including reception, answering phones, handling incoming and outgoing mail, filing, and ordering supplies.

• Draft internal and external correspondence and communication and manage general email accounts for the Vice President of Academic Affairs and the Dean of the College.

• Book travel arrangements when necessary.
• Maintain organizational charts, perform data entry for required reporting, and coordinate with other offices for accreditation and academic processes.
• Maintain compliance with office policies and procedures.
• Support annual planning processes such as strategic planning, performance reviews, budget reviews, and year-end and Board of Trustees reports.
• Prioritize and coordinate key projects, reports, and university presentations including assistance with slide decks and presentation materials.

• Assists with planning and preparations for Academic Affairs’ initiatives and special events

• Assists with planning and preparations for University commencement ceremonies

Qualifications

Experience and Education Requirements

• Associate’s degree or commensurate level of experience required, Bachelor’s degree preferred
• Experience in higher education preferred
• Experience providing administrative support to executive-level professionals preferred

Essential Knowledge & Skills

• Strong interpersonal, verbal and written communication and organizational skills
• Sound professional judgment and ethical decision making
• Ability to manage multiple projects simultaneously
• Proficiency in MS Office products and Google Workplace
• Proficiency drafting professional correspondence
• Confidentiality, discretion, emotional intelligence, learning agility, and flexibility

Physical Demands

• Sedentary work. Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally and other sedentary criteria are met.
• Light work. Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, you must have the ability to do substantially all of these activities.

Application Requirements

Apply online at https://www.smumn.edu/about/offices-services/human-resources/employment-opportunities/ and include a cover letter, resume, and contact information for three professional references.

Saint Mary’s University of Minnesota believes inclusion and human dignity contributes to a robust academic and work environment and is critical to achieving the University's mission in an increasingly diverse society. Individuals with expertise and diverse skills from underrepresented groups are especially encouraged to apply. Saint Mary’s University of Minnesota is an equal opportunity/affirmative action employer. The successful candidate must support, respect, and advance the mission of Saint Mary's University as a Lasallian Catholic institution.

Saint Mary’s offers a comprehensive benefit package including health, dental, vision, life and disability insurance, flexible spending, retirement pension plan, and both undergraduate and graduate tuition remission plans.

All offers of employment are contingent upon the successful completion of a criminal background check.

Salary : $20 - $24