Administrative Assistant - Campus Ministry

Niagara University•Niagara University, NY

3d•Onsite

About The Position

The Administrative Assistant provides clerical, reception, and secretarial support to Niagara University’s Mission Sector, Mission Office, and Campus Ministry under general supervision. The role serves as an initial point of contact for Campus Ministry visitors and maintains working relationships with collaborators across university departments. It supports the Directors of Mission Integration and Campus Ministry, as well as programming, liturgical activities, financial processes, and student-worker administration. The position assists with chapel services and university events, including preparing liturgical materials, scheduling Mass intentions, coordinating chapel supplies and maintenance, and processing deposits, reimbursements, purchase orders, and expense reports. It also supports the Vincentian Mission Institute, Mission Committee, Vincentian Excellence Initiative, and Vincentian Scholars Program. The employee must maintain the confidentiality of student and employee information. Work is generally performed sitting, with some standing and possible stooping, kneeling, bending, crouching, lifting, walking, and carrying. Computer-related tasks involve extensive wrist and hand movement. The role requires English-language comprehension, budget-management skills, proficiency with office equipment and computer software, strong organization and attention to detail, sound judgment, accurate work, and the ability to complete tasks with minimal direct supervision. A high school diploma is required; an associate degree is preferred, along with 3–5 years of experience performing similar tasks.

Requirements

High school diploma required.
A minimum of 3–5 years of experience performing similar tasks.
Ability to read and comprehend English sufficiently to understand forms, documentation, files, and other information.
Budget-management skills.
Proficiency with office machines and equipment, including a keyboard, calculator, computer, copier, and fax machine.
Ability to receive telephone calls, respond to injuries, and communicate effectively with others.
Computer literacy, including Microsoft Office and Google Suite, and ability to learn new software programs.
Excellent organizational skills and attention to detail.
Ability to perform essential job functions accurately with minimal direct supervision.
Ability to exercise sound judgment and complete assigned tasks in a timely manner.

Nice To Haves

Associate degree preferred.

Responsibilities

Answer telephones, take messages, screen and greet visitors, schedule appointments, maintain the office calendar, and respond to sector-related questions.
Provide administrative support to the Director of Mission Integration and the Director of Campus Ministry.
Assist with liturgical ministry at Alumni Chapel, including Sunday Mass materials, contacts, prayer requests, and funerals.
Assist with large university Masses and events in Alumni Chapel or elsewhere on campus, coordinating with other departments as needed.
Order flowers and supplies for Alumni Chapel and schedule piano tuning and bell maintenance when needed.
Submit part-time paperwork and maintain payroll for temporary Chapel employees.
Submit work orders for Alumni Chapel and Campus Ministry.
Maintain budget spreadsheets for Campus Ministry, Mission, and Alumni Chapel in the shared drive.
Supervise, train, schedule, and maintain payroll for student employees.
Schedule daily and Sunday Mass intentions for Alumni Chapel.
Assist with programs and events conducted by the departments and assist the Campus Minister when needed.
Process weekly deposits for Sunday collections, Mass intentions, weddings, and events.
Process reimbursements, purchase orders, expense reports, requisitions, and related forms.
Assist the Director of Mission Integration with the Vincentian Mission Institute, Mission Committee, and Vincentian Excellence Initiative for mission formation.
Coordinate aspects of the three-day Vincentian Mission Institute conference on campus.
Assist with the Vincentian Scholars Program, including scheduling, room assignments, and events.
Maintain confidentiality of student and employee information during and after employment.
Perform other duties as assigned.