Administrative Assistant

University of Saint Joseph•West Hartford, CT

About The Position

The incumbent in this position supports and coordinates fast-paced office(s) and primarily provides administrative support to the faculty and staff of the Counseling and Applied Behavioral Sciences department and the Nutrition and Public Health department. The position serves as a liaison between the departments and the University community by interacting with students, faculty, staff and administration. Acts as receptionist for the departments, answers and screens telephone calls, visitors and/or mail, takes messages. Responds to routine requests for information regarding all Department programs and events and refers complex requests to appropriate staff or faculty members. Manages daily functioning of the Department office, including supplies, mailings (including bulk), work orders, student worker relations, student record upkeep and other file management. Schedules appointments and coordinates arrangements for meetings, conferences, and travel. Coordinates all logistics for Department events. Organizes work flow and initiates follow-up action and communications on behalf of Dean, Chair or Director and other faculty and staff. Collects and disseminates information within and beyond the University accordingly. Organizes and maintains computer files, office files, and records in accordance with Department procedures, and follows up on pending matters. Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, reports and marketing materials (e.g., brochures). Uses appropriate software and information sources to continually update and improve the Department's web presence. Supports Departments in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement. Recognizes and maintains circumstances of a confidential nature. Performs other related duties as required. Department-Specific Responsibilities Provide administrative support for graduate practicum and internship processes under the direction of program faculty, including tracking placement-related deadlines, forms, approvals, onboarding requirements, and other required documentation. Assist with routine liaison communication among students, faculty, and clinical sites regarding site documentation and affiliation agreement status. Support administrative aspects of program assessment, reporting, and accreditation. Support departmental admissions applicant processes, including scheduling interviews, and coordinating communications.

Requirements

High School diploma or equivalent required; associate or bachelor’s degree preferred.
Two to three years’ experience as an administrative assistant strongly preferred.
Exceptional communication and computer skills, as well as organizational abilities, are required in order to perform this job successfully.
Demonstrated ability to work collegially, balance and prioritize assignments, manage multiple projects, problem solve and offer clerical support to more than one person
Strong organizational, interpersonal, and customer service skills; ability to manage changing priorities and meet deadlines
Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents
Ability to work in a fast paced, customer service environment with patience, flexibility and attention to detail
Possess solid general computer skills, including ability to work in a Windows environment. Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data base management). Familiarity with specific applications used by the University/Department a plus.
Demonstrated ability to recognize and appropriately handle matters of a confidential nature
Professional, courteous demeanor and appearance; ability to work professionally with students, faculty, staff and administration and represent the University professionally to the public
Commitment to the mission of the University of Saint Joseph
Ability to perform library and community research
Physical ability to perform essential functions of the position, with or without reasonable accommodation.

Nice To Haves

Experience in higher education a plus.
Familiarity with specific applications used by the University/Department a plus.

Responsibilities

Acts as receptionist for the departments, answers and screens telephone calls, visitors and/or mail, takes messages.
Responds to routine requests for information regarding all Department programs and events and refers complex requests to appropriate staff or faculty members.
Manages daily functioning of the Department office, including supplies, mailings (including bulk), work orders, student worker relations, student record upkeep and other file management.
Schedules appointments and coordinates arrangements for meetings, conferences, and travel. Coordinates all logistics for Department events.
Organizes work flow and initiates follow-up action and communications on behalf of Dean, Chair or Director and other faculty and staff. Collects and disseminates information within and beyond the University accordingly.
Organizes and maintains computer files, office files, and records in accordance with Department procedures, and follows up on pending matters.
Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, reports and marketing materials (e.g., brochures).
Uses appropriate software and information sources to continually update and improve the Department's web presence.
Supports Departments in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.
Recognizes and maintains circumstances of a confidential nature.
Performs other related duties as required.
Provide administrative support for graduate practicum and internship processes under the direction of program faculty, including tracking placement-related deadlines, forms, approvals, onboarding requirements, and other required documentation.
Assist with routine liaison communication among students, faculty, and clinical sites regarding site documentation and affiliation agreement status.
Support administrative aspects of program assessment, reporting, and accreditation.
Support departmental admissions applicant processes, including scheduling interviews, and coordinating communications.