Administrative Assistant of College of Arts and Sciences

About Saint Peter’s University

Saint Peter’s is one of 27 Jesuit colleges and universities in the United States. Established in 1872, the University blends a unique learning experience shaped by rigorous academics, internships that provide real-world experience, community service, and a genuine, caring community that supports alumni long after graduation. Saint Peter’s offers more than 50 undergraduate majors as well as master’s level and doctorate program.

Job Summary:

The Administrative Assistant of the College of Arts and Sciences provides essential clerical and operational support to ensure the efficient functioning of academic departments within the College. The role requires professionalism, organizational ability, independent judgment, and strong communication skills to serve faculty, staff, students, and external stakeholders. Administrative Assistants support the College collectively and may be given department assignments and special functions based on their strengths, within the prescribed work hours.

General Duties and Responsibilities:

• Perform clerical tasks, including answering phones, greeting visitors, scanning, filing, scheduling, and handling mail.

• Maintain office filing systems (physical and electronic), student records, and departmental contact lists.

• Draft, proofread, and distribute correspondence, reports, memos, syllabi, and notices.

• Coordinate meeting and seminar logistics, including room reservations, refreshments, and communications.

• Maintain inventories and order office supplies; process invoices and purchasing paperwork.

• Submit and follow up on maintenance and IT requests.

• Ensure a professional, organized, and welcoming office environment.

• Support full-time and part-time faculty with preparation of exams, course materials, textbook adoptions, and other teaching resources.

• Serve as a liaison between faculty, students, and university offices (Enrollment Services, Advising, etc.).

• Answer student inquiries, assist with advising appointments, and provide guidance or referrals to appropriate offices.

• Collect and maintain course syllabi, exams, grades, and related documents in departmental archives.

• Support departmental events by arranging logistics and communications.

• Prepare and update spreadsheets, databases, and reports as requested.

• Supervise, train, and manage work-study students when assigned.

• Maintain discretion with sensitive and time-critical materials.

Other Duties:

Depending on departmental needs, Administrative Assistants may also be assigned to:

• Coordinate purchase and repair of specialized equipment or lab supplies.

• Manage program-specific exam logistics, including scheduling, preparation, distribution, and results tracking.

• Organize student-focused events such as honor society inductions, departmental conferences, and workshops.

• Create promotional materials (flyers, posters, social media campaigns) to support academic initiatives.

• Provide budget monitoring, process expense reports, and reconcile department-specific accounts.

• Maintain alumni or student tracking lists and manage related outreach.

• Support faculty or student clubs, including scheduling, communications, and event logistics.

Hourly Range: $20.00 - $23.00 per hour

Qualification Standards:

Education:

High School diploma required; Associate’s or Bachelor’s degree preferred.

Experience:

At least two years of office or administrative experience, preferably in higher education.

Skills:

• Proficiently use Microsoft Office Suite, Google Suite (Docs, Sheets, Drive, Gmail),

• Zoom, and University platforms such as SelfService, Datatel, EAB Navigate,

• Blackboard, SafeAssign, Accuplacer.

• Strong written and verbal communication.

• Proficiency in MS Office, Google Suite, and University platforms.

• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.

• Strong organizational and problem-solving skills.

• Ability to work independently and collaboratively with faculty, staff, and students.

Salary : $20 - $23