Administrative Assistant, Law Admissions

St. Mary's University•San Antonio, TX

1d•Onsite

About The Position

This position will provide comprehensive administrative support to the department insure the successful operation of law school recruitment and enrollment through effective office operation, prospect communication and application file management. ESSENTIAL DUTIES AND RESPONSIBILITIES : Provides comprehensive administrative support in daily activities for the office. Maintains email distribution lists and shared calendars; answers and handles all initial phone calls/inquiries to office, manages mail, makes copies, files, maintains general office supply inventory, furniture, office equipment and submits facilities service requests. Provides support for the department in recruitment activities, prospect tracking, prospect visits to campus and applicant communication throughout the selection process; Manages and processes all aspects of travel arrangements to include University travel documentation, reimbursements, check requests, deposits, credit card reconciliations for office staff. Assists with the finances for the office, including, monitoring expenses within the office, processing check requests, processing travel expense and reimbursement requests, balancing credit card statements, reviewing inventory, purchasing resources and overseeing all other financial matters. Assists in creating, composing and editing documents and reports. Maintains filing records as per office policy and operational functions. Assists in assembling and disseminating information as requested for internal and external individuals or organizations. Schedule appointments, and supports office staff. Assists in managing the scheduling, logistics, agenda preparation, and execution of events and pipeline programming including drafting agendas, sending reminders, preparing materials or gathering materials for pre-meeting distribution, taking minutes, & distribution of all post-meeting materials. Assists with coordinating special events as assigned. Works with pipeline programming to assist with special events; Provides direct support to departmental, divisional and institutional programs, as needed, to manage time-sensitive projects and to ensure priorities are handled with a high degree of professionalism and confidentiality including support for all office functions in the recruitment of, application to, and matriculation of incoming law students. Intakes and responds to requests regarding law school and application policies and procedures; Perform other duties as assigned

Requirements

High School Diploma/GED required
1 to 3 years of administrative/clerical assistance required.
Must clear and maintain a favorable background investigation and clearance
Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
Must have the ability to demonstrate advanced skills in MS Office (Word, Excel, outlook, and PowerPoint), Teams, Zoom, or similar online/virtual meeting platforms.
Uses various software applications, such as spreadsheets, enterprise systems (Banner or similar program) to assemble, manipulate and/or format data and/or reports.
Must have excellent verbal and written communication skills.
Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university including donors, trustees, and high-profile individuals; Highly responsive to the needs of others.
Must have a high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
Must have strong self-judgment abilities to assist in the preparation of department personnel policy information. Use discretion to complete work assignments. Initiative is frequently required to complete work assignments.
Must have a high attention to detail and be able to write error-free correspondence, organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
May be required to work more than 40 hours during the workweek to accommodate University events and projects.

Nice To Haves

Associate's degree or 24 hours of college coursework in business/computer science or related are preferred.
Knowledge of FERPA is preferred.
Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)

Responsibilities

Provides comprehensive administrative support in daily activities for the office.
Maintains email distribution lists and shared calendars; answers and handles all initial phone calls/inquiries to office, manages mail, makes copies, files, maintains general office supply inventory, furniture, office equipment and submits facilities service requests.
Provides support for the department in recruitment activities, prospect tracking, prospect visits to campus and applicant communication throughout the selection process
Manages and processes all aspects of travel arrangements to include University travel documentation, reimbursements, check requests, deposits, credit card reconciliations for office staff.
Assists with the finances for the office, including, monitoring expenses within the office, processing check requests, processing travel expense and reimbursement requests, balancing credit card statements, reviewing inventory, purchasing resources and overseeing all other financial matters.
Assists in creating, composing and editing documents and reports.
Maintains filing records as per office policy and operational functions.
Assists in assembling and disseminating information as requested for internal and external individuals or organizations.
Schedule appointments, and supports office staff.
Assists in managing the scheduling, logistics, agenda preparation, and execution of events and pipeline programming including drafting agendas, sending reminders, preparing materials or gathering materials for pre-meeting distribution, taking minutes, & distribution of all post-meeting materials.
Assists with coordinating special events as assigned.
Works with pipeline programming to assist with special events
Provides direct support to departmental, divisional and institutional programs, as needed, to manage time-sensitive projects and to ensure priorities are handled with a high degree of professionalism and confidentiality including support for all office functions in the recruitment of, application to, and matriculation of incoming law students.
Intakes and responds to requests regarding law school and application policies and procedures
Perform other duties as assigned