Administrative Assistant I

John Carroll University•University Heights, OH

About The Position

Coordinates the front office operations of the Mastrantoni Student Center, which includes the Center for Career Services (CCS) and Academic Success (AS). This role involves checking in students and visitors for appointments, answering incoming phone calls, managing department email inboxes, and providing logistical support to both departments in a friendly, helpful, and knowledgeable manner. The position also helps manage the calendars of the Student Success leadership team, assists in New Student Orientation (NSO) and Transfer Registration Day events, supports the annual University academic sanction process, and manages FERPA forms. Additionally, it involves collaborating on an endowment award, maintaining the Handshake career center management system, coordinating the Excused Absence verification process, ordering office supplies, assisting with department budgets, and supervising student office assistants. The role also includes processing timecards, reserving rooms, coordinating logistics for events, assisting with employer recruiting visits, and participating in University committees and programs.

Requirements

High school degree required.
Proven track record in customer service, with a warm, approachable, and professional demeanor.
Good organizational skills and people skills to deal with a large number of faculty, students, and recruiters.
Must be detail-oriented and adept at multitasking.
Interest in understanding and supporting John Carroll’s mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.

Nice To Haves

Associate’s or Bachelor’s degree.
Two years of experience in an office setting.
Experience in human resources or higher education.
Familiarity with higher education technology vendor software (Banner, Handshake, Slate, etc.)
Two or more years of experience in an office setting.

Responsibilities

Coordinates the front office operations of the Mastrantoni Student Center, including checking in students and visitors, answering phone calls, managing email inboxes, and providing logistical support.
Helps manage the calendars of the Student Success leadership team.
Assists in New Student Orientation (NSO) and Transfer Registration Day events, including room reservations, updating information, assigning advisors, updating student records, processing information into Banner, updating advising information into Slate, and running reports.
Supports the annual University academic sanction process by managing student correspondence, revising notification letters, and organizing appeal documentation.
Manages and maintains FERPA forms for Academic Success and Career Services.
Collaborates with the Director of Academic Advising on The Dr. William F. O’Hearn Memorial Endowment Award for Faculty Advising and the award process.
Maintains knowledge and competency in the Handshake career center management system to troubleshoot with employers, students, and staff, and handles incoming calls from employers, student access issues, event registrations, and sends registration instructions.
Provides training to student employer supervisors.
Coordinates the Excused Absence verification process between students and instructors using Slate workflows and email correspondence.
Orders office supplies to maintain appropriate inventory levels.
Assists with department budgets, reviewing budget monthly using Banner database and MS Excel, supplying budget numbers for invoices, check requests, and purchasing cards; preparing expense forms and leasing/subscription/membership payments.
Hires, schedules, trains, and coordinates work to be performed by student office assistants.
Processes bi-weekly timecards for student office assistants, peer advisors and peer career advisors using Banner database; accesses Banner database for student, alumni confirmations.
Reserves room locations and orders equipment and food service for events and meetings, coordinating logistics with designated staff.
Assists with employer recruiting visits to Career Center, greeting and set-up, facilitating recruiter/faculty connections, and assists staff with special events as needed.
Participates in University committees, events, and programs.
Perform other duties and responsibilities as assigned.